Administrative Assistant

• Process and distribute incoming electronic mail and other materials
• Submit shop drawings and other project related documents to clients and engineers
• Supervise and train office staff in procedures and in use of Sage 100, Access, billing platform.
• Schedule and confirm appointments and meetings of project managers and directors
• Compose, input, modify and proofread correspondence, invoices, shop drawing submittals, reports and related materials.
• Coordinate the flow of information to directors, project managers, coordinators, dispatchers, technicians and suppliers
• Respond to electronic mails, answer and relay telephone calls and messages to directors, managers, coordinators and dispatchers
• Arrange applications for plumbing, construction permits, and schedule City inspections
• Establish and maintain manual and computerized information filing systems, such as Sage 100, Microsoft Access, etc.
• Administer and coordinate office administrative procedures, such as billing, creating and reviewing quotes
• Record and prepare minutes of meetings
• Compile record(project cost, profit margin), statistics and other information to support managers and coordinators
• Arrange travel schedules for technicians, managers, upper management and make hotel and car rental reservations for out-of-town projects

 Requirement

• Completion of secondary school, preferably with a university degree or college diploma in business administration.
• At least 2 years of experience in a clerical or secretarial position related to office administration would be an advantage.

·         Experience in the Mechanical or Construction industry is an advantage and considered an asset.