Administrative Support Jobs

Position: Administrative Support

Location: Ottawa, ON (west)

Job Type: 6-month contract (with possible extension)

Hours of Work: Monday-Friday, 7:30 a.m. to 4 p.m. (onsite)

Quantum Management is seeking someone for administrative support with our Ottawa-based client. The successful candidate will be service and customer oriented. You are someone who actively works to anticipate, understand, and meet customer needs.

Responsibilities:

- Support the General Operations of the Project et Service teams

- Assist Service team to arrange filing system for easy retrieval and tracking of files

- Assist in Vendor set-ups and maintain local vendor list

- Obtain health and safety documentation including WHMIS, WSIB, security clearances, and insurance certificates and provide to customers as required

- Assist in maintaining accurate documentation for authorization (purchase order, letter of intent, signed contract, signed-back quotation, or proposal)

- Assist with data entry and tracking for purchase cards, purchase orders, and accounts payable

- Provide data entry and clerical duties as required

- Assist in maintaining process and training documentation as they related to projects, contracts, billing, and dispatch

- Support the Coordination and the completion of scheduled and unscheduled project, service and maintenance work through field technicians and sub-contractors to meet service quality and responsiveness targets

- Support technician sign in and sign out protocols

- Interface with customers and other departments (i.e. Customer Experience Centre) as necessary to ensure successful completion of requests and resolution of service issues identified throughout the service delivery process

- Work with dispatcher to ensure maintenances and quoted repairs are completed within the month they are scheduled

- Complete payroll and time summary entries to ensure the field team hours are submitted on time

- Support team to ensure all Ainsworth & client KPI’s are observed, met and or exceeded

- Daily review of technician activities to ensure real-time work summaries and labour tracking are complete

- Complete third-party portal updates, support maintenance of third-party portal manuals

- Work with inside sales to ensure documentation is current

Qualifications:

- Knowledge of related computer applications, including the Microsoft Office Suite of programs (Word, Excel, PowerPoint)

- Successful completion of Post Secondary education

- Demonstrated ability to meet deadlines and prioritize

- Ability to work under time constraints and adapt to change

- Capable of building relationships at all levels within the organization and with customers

- Ability to identify problems proactively and take action

- Time management skills and understanding what is required to complete/resolve various service and maintenance activities

Please send your resume in Word format to Angela Casey at [email protected].