Office Assistant

We're searching for a diligent Office Assistant to provide administrative support.

The Administrative Assistant / Data Entry Clerk holds an important support role for Art Blake Refrigeration by keeping various databases and administrative tasks organized, accurate, and complete. The duties include, but are not limited to, the following list of tasks and will include additional tasks as required to provide administrative support to the entire ABR team.

Applicants should be extremely thorough, possess excellent communication skills, and have some background in customer service. Send us your resume today to become part of the team

**Compensation**:
$17 - $21 hourly

**Responsibilities**:
**Reception**
- Coordinate office shipments and couriers.
- Process mail.
- Maintain office supply levels.

**Service Software / Data Entry**

**Job review - review jobs weekly and enter data as needed. Maintain excellent job records**
- Review jobs for completeness.
- Payroll and hours.
- Review payroll hours, timesheets and match them to technicians' schedules.
- Prepare weekly payroll submission to bookkeeping.
- Job Materials.
- Ensure packing slips are attached to jobs and follow up with technicians if packing slips are missing.
- Enter materials onto supplier purchase orders; receipt POs when complete.
- Enter new materials into supplier catalogs as necessary.
- Attach Customer Work Orders and Start-Up Reports to appropriate simPRO jobs; send reports to customers as needed.
- File printed copies of Packing Slips, Gas Pressure Tests, ODP Tags, Gas Infractions, etc.
- Process Gas Infraction Notices with Enbridge.
- Check for duplicate assets (merge).
- Complete or delete open POs.

**Purchase Orders - **review all open supplier POs and coordinate with technicians to have them cleared.

**Database Maintenance**:accurately maintain various databases in Field Service Software including** **Customers, Sites, Purchase Orders, and Assets.

**Preventative Maintenance Schedules**:maintain the Maintenance Planner setup to ensure an accurate and timely Preventative Maintenance schedule for all PM contracts.

**Administration**
- Maintain employee information files.
- Schedule employee training such as First Aid, WHMIS, Working from Heights, etc.
- Maintain ABR vehicle and tool files including tool assignments.
- Update refrigerant pricing quarterly. Send report to Management and Service Manager.
- Assist with Employee onboarding/exit.
- Assist with Vehicle Maintenance program.
- Maintain Brazing Manual and Brazer log updates.
- Maintain Code Books for Technicians.
- Coordinate staff uniform orders.
- Maintain technician On-Call and Vacation schedule. Adjust Technician on-call weekly.
- Renew truck license plate registrations yearly.
- Maintain an up-to-date list of fleet vehicles with the insurance company.
- Coordinate, collect, and file Employee Security Clearances.
- Coordinate annual calibration of combustion analyzers.

**Safety**
- In coordination with management, develop and administer corporate Health & Safety programs for all staff.
- Develop and review Employee Health and Safety policies and procedures.
- Track employee certifications and licenses; notify employees when expired; schedule training.
- Review and maintain employee Personal Protective Equipment (PPE) (e.g. electrical gloves).
- Coordinate annual fire extinguisher inspections.
- Fulfill 3rd party Health & Safety requirements.

**Warehouse/Inventory/Supply Management**
- Maintain warehouse inventory levels for consumable materials.
- Maintain warehouse refrigerant stock levels.
- Maintain MSDS information in the office and in technician vehicles.
- Oversee tool sign-out.

**Compliance**
- Communicate compliance requirements to the appropriate staff person.
- Take appropriate actions so that ABR remains in compliance.

**Administrative Projects**
- Execute other administrative projects in coordination with management.
- Execute basic bookkeeper duties when the Bookkeeper is on vacation.

**Qualifications**:

- High school diploma or GED required
- Proficient in basic computer software and can quickly learn to use new programs
- Proven track record of completing projects on time in an orderly manner
- Customer service, bookkeeping, or administrative experience is preferred
- Shows great interpersonal skills and excellent written communication

**About Company**
At Art Blake Refrigeration, our mission is to be the leader in our field by providing excellent workmanship, extraordinary service, and the dedication our customers expect as we take care of their HVACR needs.

We desire to be the air conditioning and heating contractor of choice by reputation. Our reputation is built on our honesty, integrity, superior knowledge, a positive attitude, fairness, and friendliness through which we deal with each customer. This includes the design engineer, consultant, the mechanical contractor, end user, building owner, and the building occupants.