Construction Administrator

Company Description

Thank you so much for considering our company in your career search Classic Fire + Life Safety is a leader in the fire protection and life safety industry because of our talented, knowledgeable, and motivated staff. We know that it is our people who make the difference, and we are looking to grow our team of passionate professionals. Interested in joining us?

Our goal is to partner with our customers, to ensure their building, and the people in them are safe, from new building construction activities, modernization activities, and demand for system upgrades, through to preventative maintenance and service.

Why join the Classic team?

• CFLS is a caring company who values our staff.
• CFLS is local and is part of the community.
• CFLS is a full-service fire protection contractor.
• A great working environment with opportunities for career advancement.
• Comprehensive Group benefits.
• Educational assistance program.
• Employee referral bonus program.
• Social events: Building camaraderie and fostering a sense of community is essential.

Job Description

The Construction Administrator is motivated, with a strong technical and administrative focus to support the company's IP, field service and construction operations. The Administrator will be responsible for a variety of tasks within our IP Service and Construction Division from information tracking, creating and managing purchase orders, billing, reviewing and delivering documentation from the reporting system and supporting the IP Account Manager, Service Foreman and Construction Foreman. This position will require an ability to work effectively with other departments such as field services, continuous improvement, scheduling, accounting, IT and Sales. The Administrator will perform administrative functions and provide quality control support to ensure accurate and complete documentation records. This job description is to be used as a guideline only and may not incorporate all functions of the job.

The Construction Administrator is a part-time position with potential to move to full-time position who is responsible for, but not limited to the following tasks:

PRIMARY ACCOUNTABILITIES

• Technical and commercial documentation workflow from creation to finalization and records retention including:
  • Opportunity verification/quality-check for service contract and service order creation 
  • ERP service contract establishment by client and service order type
  • Service order and documentation preparation for field staff to complete in accordance with the scope of work
  • Inspection report framework establishment
  • Purchase order creation
  • Verification of final service order and inspection report accuracy
  • Billing
  • ERP service contract and service order input/output workflow 
  • Closeout documents
  • Maintain ERP dashboard 
• Collaborate with accounting to resolve any issues with invoices and purchase orders, creation and submission of billing
• Work with subcontractors, site leads and operational managers to rectify workflow issues as required
• Assist in the Project Management administration tasks such as updating project management software to reflect current project status, and tracking and collecting required close out documents
• Monitoring and ensuring project documents are up to date and filed in the correct project folder
• Participate and collect required eCompliance reports and send out to General Contractors as requested
• Track and manage required engineering site surveys
• Be trained as a back up for other tasks including processing time sheets, project tasks (permits, invoicing, job setup, engineering close outs)
• Communicate with vendors, obtain estimates for material and provide comparable data
• Order material as directed and required
• Inventory management
• Vehicle management, maintenance appointments and record keeping
• Tools and equipment management, maintenance, and record keeping
• Safety program management, monitoring training records, arranging training, other as required
• Assist IP Account manager with project documents
• Other administrative tasks assigned by the Branch Director – Winnipeg as needed and required

SECONDARY ACCOUNTABILITIES

• Ensure client records are accurate and updated in our ERP, inspection reporting platforms, network drives and files
• Making note of invoicing details, special customer instructions and notes or information that are important to accurate complete the required work
• Work with IP Account Manager to establish client accounts
• Provide status updates to your Supervisor/team

SYSTEMS AND APPLICATIONS

• Work daily within our ERP, service documentation systems, repository folders and invoicing
• Understanding of ERP financial systems and management reporting

SKILLS AND ATTRIBUTES

• Strong attention to detail and record keeping
• Able to process documentation and understand completeness formatting and consistency requirements
• Ability to prioritize responsibilities, time management, people skills (communication) and teamwork are all necessary skills for success in this role.
• Meet customer deadlines
• Understanding and ability to work with enterprise-wide systems and applications
• Good interpersonal skills with staff and customers, working both in a team and independently
• Strong time management skills and ability to work in a fast paced environment in a quickly evolving industry
• Efficient and comfortable with technology and software applications
• Working knowledge of service processes and reporting
• Must be able to multitask and prioritize
• Strong interpersonal skills with staff and customers
• Keen understanding of customer care
• Enjoys working in a team environment

QUALIFICATIONS

• Minimum 2 years' experience in administrative support services position
• Efficiency in Word, Excel, Outlook
• Knowledge in the sprinkler industry an asset
• Working knowledge of Fire & Life Safety codes, standards and systems would be considered an asset

We thank all applicants who apply, but only those candidates who meet the above qualifications will be contacted for an interview.