Administrative Assistant, Canadian Service Team

**Administrative Assistant, Canadian Service Team**: - Location: Montreal, Quebec, CA, H3B 5M2- Onsite/Hybrid/Remote: Remote (> 50% remote)- ENERCON, a globally renowned company established in Germany 40 years ago, positions itself as a leader in the wind turbine design and manufacturing industry. Our reputation is built on an unwavering commitment to excellence, the adoption of cutting-edge direct-drive generator technologies, rigorous adherence to quality standards, and the establishment of long-term service contracts. We have become a global reference for reliability and performance. With a product range spanning from 2 MW to 6 MW, ENERCON is at the forefront of wind energy innovation, propelling the industry toward a promising future. To date, we have successfully installed over 32,500 wind turbines worldwide, generating a total capacity of 61 GW._ - With its North American headquarters located in Montreal, Quebec, service centers spanning from coast to coast, along with a certified warehouse and training center in Boucherville, Quebec, ENERCON holds a significant position in the Canadian market since its inception in 2001. The company currently represents more than 2,700 MW of installed capacity across eight provinces and territories in Canada._ - At ENERCON in North America, our commitment is to build a cleaner and more sustainable future, promote energy transition, and offer exciting career opportunities to those who share our vision. Explore our job opportunities and join us in shaping the future of renewable energy, contributing to the creation of a world powered by sustainable energy._ ENERCON Canada is currently seeking an Administrative Assistant to join our Service team. In this essential role, you will support the Service team by building a strong bridge between administrative operations and field teams. Based in Montreal, you will work directly with the Service Director and Service Managers across Canada, contributing to the smooth operation of the organization by facilitating processes, coordination, and communications. **Administrative Support for the Service Director and Team** - **Calendar Management**: Plan, organize, and optimize the Service Director’s and team managers’ schedules, balancing national coordination needs and urgent priorities. - **Meeting Organization**: Coordinate team meetings, including sending invitations, booking meeting rooms, setting up remote access for participants, and taking notes. - **Minutes Documentation**: Record key points and decisions from meetings, distributing minutes to relevant stakeholders to ensure continuity. **Document Processing and Administrative Tracking** - **Financial Document Management**: Oversee the approval of invoices, contracts, expense reports, and other financial transactions, ensuring accuracy and compliance. - **Support in Contractual and Legal Documentation**: Process equipment and service rental contracts in coordination with suppliers and internal teams. - **HSE Documentation Management**: Compile health and safety statistics and reports for the department, in alignment with ENERCON standards and Canadian regulations. **Bilingual Communication and Document Management** - **Document Translation and Review**: Translate technical and administrative documents, such as safety procedures, internal processes, and policies, ensuring accessibility for both French and English-speaking teams. - **Presentation Preparation**: Collaborate with the team to create presentations and documents using MS Office tools for effective internal and external communications. **Expense Management and Budget Tracking** - **Expense Report Management**: Approve and submit team expense and credit card reports, ensuring accuracy and following up with the finance team as needed. - **Budget Preparation and Tracking**: Support departmental budget management by compiling projected and actual expenses, aiding in decision-making and financial transparency. **Event and Team Activity Coordination** - **Event Planning**: Organize workshops, training sessions, team-building activities, company parties, and other events to foster team cohesion across Canada. - **Logistical Support for Events**: Coordinate travel bookings, accommodations, and venues for team meetings and training sessions. **Support for Training Center** - **Training Record Maintenance**: Keep training, certification, and qualification records of the service team up to date to ensure compliance with ENERCON standards and regulations. **Skills and Qualifications**: - Bilingual in French and English, with strong communication skills to facilitate interactions with internal and external stakeholders. - Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and priorities in a dynamic environment. - Ability to work proactively and independently, with a go-getter attitude. - Proficiency in MS Office Suite (Word, Excel, PowerPoint) for document management