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.