Operations Assistant

Louis W Bray Construction is a family-owned and operated Heavy Civil General Contractor, but we are more than just your regular heavy civil construction company. Bray was founded based on mutual respect across the organization. We continue to foster the family atmosphere that Louis started. Our employees never feel like a number or another cog in the wheel. Each and every employee is an integral part of the organization. We work together, we play together, and we get involved together.

We offer a competitive hourly rate, health & dental benefits, an RRSP matching program, and a culture that revolves around employee development and promotion from within.

Compensation depending on experience

**Position Summary**:
As the Operations Assistant, you play a pivotal role in ensuring seamless communication and alignment of priorities within our departments. Your responsibilities encompass providing essential administrative and operational support to department leaders while overseeing their daily administrative functions. In this capacity, you manage information flow, facilitate internal and external communication, coordinate appointments and meetings, participate in and document management meetings, promote Health & Safety, and liaise with the HR and Finance departments. Additionally, you are tasked with creating and maintaining various documents, including reports, correspondence, presentations, packages, and spreadsheets, all while upholding data accuracy. Your role extends to supporting department leaderships fostering a positive, collaborative, and efficient work environment.

**Responsibilities**:

- Effectively manage verbal and written communication, both internally and externally, to promptly address inquiries, disseminate information, clarify details, and ensure follow-up by relevant personnel on critical matters. Engage in discussions for information exchange with various internal and external contacts.
- Take charge of submitting, preparing, and updating locate packages for projects, as well as requesting and updating locates.
- Maintain an accurate and up-to-date meeting schedule for the department, including coordinating meetings with well-defined agendas, notifying interested parties, compiling background information, preparing packages, and facilitating meetings.
- Follow up with Project Managers on late/missing monthly revenue and subcontractor issues, conduct monthly meetings to update the forecasted 6-month revenue, transfer job costs to/from various phase codes as requested by Project Managers, and assist in resolving missing invoice costing.
- Track COR documentation requirements on SiteDocs, collaborating with field personnel to ensure weekly and monthly compliance.
- Monitor deficiencies and corrective measures resulting from workplace inspections and incident investigations.
- Download/upload training certificates, manage and track attendance, and oversee timekeeping for staff training. Liaise with Finance, Payroll, and Human Resources as necessary.
- Initiate follow-up procedures with staff and stakeholders. Resolve day-to-day issues, assess operational procedures, and offer guidance to management when needed. Support subcontractors for a seamless startup and closeout process and contribute to the development of new policies, processes, quality improvement initiatives, and strategic initiatives.
- Encompass any additional tasks that may arise to support the department's smooth operations.

**Qualifications**:

- Demonstrated ability to work both independently and collaboratively, resolve administrative issues, prioritize workload, and adapt to changing organizational priorities.
- Strong organizational skills, with the ability to prioritize and work efficiently under time constraints to meet deadlines.
- Excellent verbal and written communication skills, characterized by professionalism, courtesy, and clarity.
- Proficiency in recording and transcribing meeting minutes.
- Experience working in Health and Safety or the construction industry is considered an asset.