Administrative Assistant Quality Assurance Site Inspections

2 weeks ago

Surrey, Canada It's On Electric Company Inc. Full time

**ABOUT THE ROLE**:
**KEY RESPONSIBILITIES**:

- **Intake & setup**: Monitor program inboxes, log new cases, open job files, verify required details (address, contacts, permits, model/serials, AHRI refs), and monitor timelines comply with contract KPI's.
- **Inspector dispatch**: Assemble job packages (work orders, forms, photo checklist), ensure access instructions are clear, and collect artifacts post-visit.
- **Quality control**: Check every required photo/field/signature, verify addresses/dates/serials, and keep names/dates consistent across documents.
- **Report assembly & submission**: Populate templates/portals, create polished PDFs with proper naming, submit to FortisBC, and log outcomes.
- **Records & SOPs**: Maintain tidy, audit-ready folders; keep checklists/SOPs up to date as program guidance changes; update simple dashboards.

**WHAT YOU BRING**:

- **2+ years** in an administrative/scheduling/coordination role with high documentation volume.
- **Excellent Excel & Outlook skills**, strong Word/PDF skills, and file-naming discipline.
- **Extreme attention to detail**; you like repetitive tasks and find satisfaction in accuracy.
- Based in the **Lower Mainland** and able to work **on-site in Surrey** daily.

**NICE TO HAVES**:

- Exposure to **utility/energy-efficiency programs** (FortisBC/CleanBC/BC Hydro).
- Familiarity with **HVAC/electrical** terminology (heat pumps, furnaces, dual-fuel, thermostats).
- Experience with **SharePoint/OneDrive**, Teams, Adobe Acrobat, and portal data entry.

**TOOLS YOU'LL USE**:
Microsoft 365 (Outlook, Excel, Word, Teams, **SharePoint/OneDrive**), Adobe Acrobat, program portals, and internal trackers.

**SUCCESS LOOKS LIKE**:

- **On-time submissions** that meet KPI targets.
- **First-pass quality** (mínimal rework/clarifications).
- **Clean records** with consistent naming and complete audit trails.
- **Professional, steady communication** with homeowners/contractors.

**WAGE**:

- $25-$30 per hour - dependent on prior utility/HVAC/Electrical experience.

**TO APPLY**:
In your cover letter (150-200 words), tell us:

- a time you managed repetitive, high-volume admin work accurately, and
- one system you use to prevent errors in file naming or data entry.

**Job Types**: Full-time, Permanent

Pay: $25.00-$30.00 per hour

Expected hours: 32 - 40 per week

Ability to commute/relocate:

- Surrey, BC: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Do you have legal authorization to work in Canada?
- Are you comfortable with a role that is highly repetitive, process-driven, and detail-heavy?
- Are you comfortable with occasional early-evening calls to accommodate homeowner scheduling (with notice)?
- We require consistent file naming and SharePoint folder hygiene. Are you confident managing structured digital filing every day?
- This role handles utility program data. Can you follow confidentiality and privacy protocols at all times?
- Attention check: To confirm you read carefully, please select No for this question.

**Experience**:

- administrative coordination: 2 years (required)

**Language**:

- English (required)

Work Location: In person

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