Commercial Admin Assistant

Job Title: Commercial Admin Assistant
Employment Type: Full-Time
Work Setup: Office-Based

Qualifications:

• Bachelor's degree in business administration or any related field.
• Preferably with at least 2-3 years of relevant experience.

Must have:

• Strong organizational skills with great attention to detail.
• Ability to multitask and manage time effectively.
• Excellent Work Ethic and Reliable
• Great communication skills both written and verbal.
• Confident and personable.
• Proficiency with English, Microsoft Office Suite (Word,
  Excel, PowerPoint, Outlook), Visio, Bluebeam, Teams, and
  simPro.

Nice to have:

• Axis Site Designer, Procore, Aconex, and/or Payapps
• Basic understanding of security system and constructions
  industry concepts and terminology is a plus.
• Familiarity with project management tools and software

Responsibilities:

• Invoicing
  - Progress Claims, Final Claims, Request for Claims
• Meeting Minutes (when required):
  - Creating meeting minutes templates for customers
• Attend meetings (when required)
• Checking drawings vs ITP to make sure they are accurate and updating the drawings and or ITP accordingly.
• O&M Manuals:
  - Collecting technical data sheets and operating procedures.
  - Compiling O&M Manuals
  - Meeting with Project Managers to get information from them.
  - Making sure ITP's and Drawings are updated to As Built
  status and if not updating them.
• Keeping track of O&M Manual comments:
  - Making changes to the O&M Manual as per the comments and resubmitting via Procore
• Chasing technicians for timesheets on Monday mornings and doing timesheets when required:
  - Following up with the Project Managers on approvals for technician's timesheets
• Raising recurring maintenance jobs
• Convert ITP data & As-Builts into Maintenance checklist
• Assisting Project Managers with Administration requirements as needed.
  Including but not limited to:
  - Scheduling for project managers
  - Purchase orders
  - Contractor orders
  - Sample submission forms
  - Training documents for End users
  - Scheduling techs for Public Holidays, RDO's, Annual Leave etc.
• Assisting Sales Team with Administration requirements as needed
• Assisting STS Team with Administration requirements as needed
• Assisting in creating how to guides based off of videos provided