Administrative Assistant
BEST service pros - Red Deer, AB

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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.

Major Activities:
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
customer service.

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.

Job Complexities/Challenges:
 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

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