Administrative Assistant - Services Support

Job Summary

We are seeking a dynamic and detail-oriented Administrative Assistant to join our Services team. This vital role involves providing comprehensive administrative and clerical support to ensure smooth office operations and exceptional customer service.

The Administrative Coordinator supports the day-to-day operations of the office. This position requires a highly organized, detail-oriented, and proactive individual who can manage a variety of administrative and operational tasks. The successful candidate will contribute to maintaining efficient workflows and ensuring the team operates smoothly and effectively.

Key Responsibilities

General Administrative Support

• Provide administrative support to the Operations Manager, including preparation of reports, memos, and correspondence
• Assist office staff with administrative tasks as required
• Manage and direct incoming phone calls in a professional manner
• Order and maintain office and shop supplies

Sales Support

• Prepare customer quotes as directed by the Sales Manager
• Maintain standardized processes for document creation, filing, and record management
• Follow up on outstanding quotes as requested
• Update and maintain accurate customer contact information
• Distribute quotes to customers and ensure proper documentation and filing

Customer Data & Records Management

• Maintain and update customer records within internal systems
• Ensure all documentation is accurately filed both electronically and physically
• Support consistent record-keeping practices across the organization

Photo & Document Archiving

• Upload and organize customer site photos from various sources (memory cards, email)
• Ensure files are stored in correct server locations and follow naming conventions

Purchase Orders & Documentation

• Match vendor paperwork with corresponding purchase orders
• File and maintain documentation within appropriate job dockets

Oil Sample Processing & Shipping

• Monitor inventory levels of supplies and order materials as needed
• Generate packing slips and ensure proper documentation for shipments
• Coordinate with the shipping department to ensure timely delivery to labs
• Print and electronically file certificates in designated folders

Customer Coordination

• Contact customers to obtain site contact information for upcoming jobs
• Update scheduling systems and customer records accordingly

Part-Time Workforce Coordination

• Communicate weekly with part-time employees to confirm availability
• Track and record availability for operational planning
• Notify part-time staff of scheduled shifts

Filing & Archiving

• Maintain organized filing systems for operational documents
• File Tailboard Meeting Forms, Vehicle Inspection Reports, timesheets, and other records
• Manage both physical and electronic customer docket systems
• Archive files in accordance with retention guidelines
• Ensure proper filing of regulatory documents (e.g., ESA Certificates)

Qualifications & Skills

• 3 years of experience in an administrative or office support role
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Ability to manage multiple priorities in a fast-paced environment
• High level of accuracy and attention to detail
• Professional, approachable, and customer-service oriented demeanor
• Experience with Microsoft NAV or AS400 is considered an asset

Job Types: Full-time, Permanent

Pay: $20.00-$28.84 per hour

Expected hours: 40 per week

Benefits

• Dental care
• Employee assistance program
• RRSP match
• Vision care

Experience

• Administrative: 3 years (preferred)

Work Location: In person