Purpose of Job:
Incumbent is responsible for assisting members of the external maintenance
division in their day-to-day activities. The incumbent will be responsible for
administrative activities that include, but are not limited to; composing
correspondence; coordinating meetings; and maintaining various databases.
Incumbent works with minimal direction requiring independent judgment in
accordance with procedures and guidelines prior to escalating issues as required.
Incumbent may be responsible for one or more of the following activities:
Prepare estimates as per instruction;
Review contracts and enter information into database;
Close out jobs and invoice client appropriately;
Enter initial data into project management database (e.g., ServiceCEO)
ensuring tracking is up-to-date;
Order supplies, receive invoices and maintain supply inventory database;
Coordinate internal/external meetings;
Coordinate training sessions and disseminate information as required;
Process expense claim reports for the department on a monthly basis;
Assist in document and file management as required by the department;
Other duties may include, but are not limited to:
Complete a variety of clerical functions (e.g. filing, faxing, photocopying).
May be required to train new incumbents on procedures and guidelines.
Cross train in other positions to assist/provide support to other team
members/area(s) of equal value on a temporary basis to ensure excellent
Knowledge and Skills:
A minimum of 2-4 years of job-related experience.
Post secondary diploma in Administration would be an asset
Good communication skills (both written and verbal) in order to communicate in
a clear, concise manner.
Ability to prioritize workload to complete daily/monthly activities and meet
Good interpersonal skills to establish effective working relationships both
internally/externally would be a definite asset.
Good PC skills (e.g., Microsoft Office - Word, Excel, Access, PowerPoint) in
order to develop/maintain documents, spreadsheets, databases).
General knowledge of database management would be an asset.
Ability to use general office equipment (e.g., adding machines, fax,
photocopier, scanner, printer).
Internal and external at various levels to gather/clarify information as required.
Ability to use independent judgment, according to general routines.
Maintaining a high level of productivity and accuracy while completing tasks
with frequent interruptions.
Maintaining confidentiality and attention to detail.
Physical Demands/Work Conditions:
Constant attention to detail involving sustained visual concentration.
Restricted to workstation for prolonged periods on a daily basis (e.g., sitting for
long periods of time).
Light physical activity, such as lifting and bending may be required