Commercial Services Administrative Assistant

Come Join Us

Over the last 40 years, Gastops has built a robust business which is recognized worldwide for its innovative contributions to equipment health management in the commercial aerospace, defence, energy, industrial and marine, industries. Gastops' products and services add value throughout the life cycle of complex critical equipment from the design stage through to in-service operations and support. We design, manufacture, and support advanced equipment sensing and analysis products, including online oil debris sensors, turbine blade health sensors, and portable oil debris analysis systems.

Based in Ottawa, Ontario, the
Commercial Services Administrative Assistant
will report to the Commercial Services Manager is responsible for supporting the Commercial Services organization's administrative requirements and the order entry function for Gastops' products and services. In addition to providing administrative support to Commercial staff, the CS Administrator manages the receipt, acknowledgement, entry, maintenance, and close-out of all Gastops' orders.

What You'll Do:

• Maintains the Commercial Services FileMaker database as required.
• Customer Portal Administration Support, including maintaining usernames, passwords, and completion of annual company certifications and representations.
• Management of Department Accessibility portal and Agreement Request page.
• The incumbent acts as customer liaison on Gastops' orders.
• Confirms order receipt with customers.
• Reviews orders against quotations, policies, documents/identifies customer requirements and discrepancies for review during contract acceptance.
• Verifies accuracy of product information and pricing according to published price structures and customer contractual agreement(s); follows up on any modifications to original order to ensure billing accuracy.
• Maximizes order processing to ensure timely delivery and invoicing in accordance with established cycle time requirements.
• Works extensively with Manufacturing to establish order clarity, accuracy, delivery requirements, shipping terms, and delivery status.
• Monitors work progress and provides status to customers on orders as required.
• Provides assistance to the Contract Administrator as required and regularly interfaces with other Departments and Stakeholders to provide support.
• Provides and reconciles various order administration reports.
• Effectively executes to all targeted KPIs including on time delivery.
• Receives general instructions on routine duties and detailed instructions on new assignments from the Director of Commercial Services.

Please note that this job description is not meant to be an all-inclusive statement of every duty and responsibility that will ever be required of an employee in the job.

Who You Are:

• Diploma in Business Administration or equivalent work experience.
• Insight and understanding of professional business concepts, ideas, and methodologies.
• Demonstrated understanding of the importance and application of company policies and procedures to ensure consistent approach to work conducted during all phases of contracting.
• Advanced attention to detail and ability to identify errors.
• Advanced administrative capabilities in the areas of document management, formatting, filing and operating relevant technologies (i.e. Microsoft Word, SharePoint, File Explorer).
• Advanced communication skills, both verbal and written.
• Advanced computer skills including Teams and Microsoft Office 360 Products.
• Experience managing multiple priorities providing support to a sales and service organization.
• 2+ years working in a contracting business environment, related field (sales, customer service, operations, finance).
• Experience with MRP, Order Entry databases, or other equivalent sophisticated ERP tools and systems.
• Experience within a technical environment (Aerospace or Defence markets) is considered an asset.

Must Haves:

• Ability to obtain Canadian Controlled Goods/ ITAR Clearance

Nice to Have:

• Basic understanding of contracting involving SACC, UCC and (Defense) Federal Acquisition Regulations is considered an asset.
• Experience in an environment subject to Quality Management Systems (i.e. AS9100D) is considered an asset.
• Experience operating in Epicor Business Suite of tools would be considered an asset.

What We Offer You:

Gastops has built a passionate workforce with a strong and vibrant culture which has been the key to our success. We offer programs and rewards that one would expect from a highly successful, established, and growing Engineering company:

• Competitive salary, benefits, profit share bonus program
• A fantastic culture, team, and energy to work with
• Superb work location in Ottawa' East End (Canotek Business Park)
• Social activities, company sponsored events and opportunities to give back to our local community

Gastops is an equal opportunity employer that is committed to acquiring a skilled and diverse workforce. We encourage applications from candidates of all backgrounds, origins, ages, orientations, genders, creeds, and religions. Gastops accommodates people with disabilities throughout the recruitment and selection process. Gastops is an excellent place to work, and we look forward to meeting with you If contacted regarding this competition, please advise the interview coordinator of any accommodation measures you may require.