Document Control, Administrative Coordinator

**Company Overview**

Summit Valve and Controls is a family-owned business that has been delighting customers since 1992. With operations in eight cities across Western Canada, we proudly represent 30 of the industry's leading valve, automation, and instrumentation product lines. Our commitment to collaboration, community involvement, and customer satisfaction defines our culture.

**Summary**

We are seeking an Document Control, Administrative Coordinator to join our dynamic team at Summit Valve and Controls. This role is designed to support various departments on various projects and tasks. This position is requires strong organizational and communication skills and it is imperative that the person in this role is professional, polite, helpful, and courteous to all guests and team members. Highly effective organizational skills and reliability are keys to the success of this position.

This role requires a high level of autonomy and will require efficient and productive work. This role focuses on internal customer service and support.

**Key Responsibilities include**:
**Summary**

We are seeking an Document Control, Administrative Coordinator to join our dynamic team at Summit Valve and Controls. This role is designed to support various departments on various projects and tasks. This position is requires strong organizational and communication skills and it is imperative that the person in this role is professional, polite, helpful, and courteous to all guests and team members. Highly effective organizational skills and reliability are keys to the success of this position.

This role requires a high level of autonomy and will require efficient and productive work. This role focuses on internal customer service and support.

**Responsibilities include but are not limited to**:
**Communication**
- Ensure team members and stakeholders are supported and requirements (within your scope) are communicated and followed-up on in a timely manner.
- Collaborate with team members as required to ensure appropriate expectations, deliverables, and communication.
- Have a positive impact on office morale; assist others with optimism and exhibit a supportive, helpful demeanor.

**Document Control**
- Understand and interpret customer/EPC documentation requirements and procedures.
- Work alongside the Project Managers to plan and execute documentation workflows as required by the project scope.
- Expedite the project documentation submission schedule with both internal and external stakeholders.
- Manage, track, and prepare project documentation submittals and returns through Summit’s electronic documentation management system.
- Manage, track, and prepare project documentation submittals and returns through Summit’s electronic documentation management system.
- Support the Purchasing department with shipping notifications when required.
- Communicate with Accounting for progress billing, tracking milestone payments, and closing projects.
- Identify areas for improvement in efficiency or customer experience and work with team members to improve upon or revise existing procedures.

**Administration**
- Ensure the entrance area and common areas are clean, welcoming, professional and organized (decorate for holidays, complete kitchen duties, etc.)
- Greet all visitors and take appropriate action; maintain the visitor log book Send and receive packages and mail.
- Coordinating printer/copier maintenance, office maintenance, and ordering of office supplies.
- General administrative support and tasks (e.g. booking travel, data entry, and lunches)

**Vendor and Prequalification Support**
- Complete vendor and customer questionnaires as required.
- Provide WorkSafe and WCB clearance letters as required.
- Request and provide Insurance Certificates as required.
- Keep prequalification databases up to date (Avetta, ComplyWorks, IsNetworld)

**Health and Safety**
- Support the Health & Safety program in cooperation with the Carmela Industries Director of OHS.
- Diploma or Bachelor's degree in business administration, information and records management, or a related field considered an asset.
- Minimum 1-3 years of administrative or office support experience.
- Proficiency in Microsoft Office Suite (Excel, Access) is essential.
- Exceptional customer service skills.
- Excellent time management skills and ability to multitask and prioritize work.
- Strong organizational and administrative skills with high attention to detail.
- Excellent interpersonal and communication skills.
- Problem-solving mindset with the ability to adapt to shifting priorities.

Summit offers a competitive compensation package which includes salary, incentive programs, benefits and deferred profit sharing plan. If you have what it takes to be on the Summit team, please send your resume today

**Benefits**:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Profit sharing
- Vision care