Job title:
Administrative Services Coordinator
Company
ServiceMaster Restore
Job description
Reporting to the Director of Operations, the Administrative Coordinator is responsible for overseeing and supporting administrative processes to ensure seamless operations within the organization.DUTIES & RESPONSIBILITIESThe following is a list of the essential duties and responsibilities of this job. The tasks and time spent performing each task may vary as business needs require. ServiceMaster Restore of Northern NB maintains the right to modify job duties and responsibilities at its discretion.DUTIES
- Manage general administrative tasks, including answering telephones, responding to emails, and maintaining organized filing systems.
- Oversee job creation, job notes, and job documentation within company systems.
- Prepare daily crew activity reports and provide updates to the Operations Manager.
- Participate in payroll process.
- Coordination of the recruitment and hiring process, onboarding process.
- Coordinate and distribute communication for customer-related work (e.g., clients, adjusters, insurance representatives).
- Ensure the smooth flow of administrative support for field and office operations.
- Maintain WHMIS training records and ensure relevant staff certifications are up to date.
- Collaborate with the Operations Manager to plan and coordinate training schedules.
- Initiate and update client records, including, creating files for all quote claims, maintaining client files, and ensuring all documents are scanned and accounted for.
- Document details of all other major occurrences in the scope of the project, including emergencies, structure scopes, estimates, letters to clients and adjusters.
- Become familiar with all company software usage (Restore, Xact, Symbility, Encircle,Matterport, Drytrack, etc.).
QUALIFICATIONSTo perform this job successfully, an individual must be able to perform each essential duty listed above satisfactorily. The requirements listed below are representative of the knowledge skills and abilities required. Employees who do not possess the requirements for a job at the time of hire are expected to attain the skills, knowledge and abilities required within a specified period of time as agreed upon, in writing, with the General Manager. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Characteristic and Ability Requirements
- Ability to coordinate effectively with the PM and stakeholders involved in projects.
- Effective communication skills both written and verbal.
- Ability to engage clients and deliver excellent service.
- Thorough decision-making skills.
- Highly organized, strong attention to detail and ability to multi-task.
- Demonstrated sound work ethics.
- Proven ability to build and maintain strong working relationships.
- Flexible, adaptable, and able to work effectively in a variety of settings.
- Operates with honestly and integrity with a genuine desire to make valuable contributions to the team.
- Works well independently and in a team environment.
- Bilingualism (English and French) is required.
Educational RequirementsMinimum: High School Diploma or equivalent.Preferred: Post-secondary education in administration, business, or related fields.Work Experience RequirementsMinimum of 2-4 years of experience in a administrative support or related role. Experience in construction and/or restoration is preferred.Technical RequirementsEquipment: Calculator, Computer, Photocopier, Telephone, Fax MachineSoftware: Word, Excel, Outlook, DirectionOther: WHIMIS TrainingCompetencies
- Accountability – sets standards of performance for self; assumes responsibility and accountability for successfully completing tasks; encourages others to take responsibility.
- Adaptability – treats new situations or changes as an opportunity for growth; focuses on the benefits of change; speaks positively about the change; modifies behaviour effectively and tries new approach without resistance.
- Builds Trust and Respect – treats people with dignity, respect, and fairness; listens to others and considers opinions and ideas; shares thoughts, feelings, and rationale for decisions made, operates with integrity.
- Customer Focus – effectively meets the needs of our customers; both internal and external, builds proactive relationships, takes responsibility for customer satisfaction.
- Manages Work – manages one’s time and resources to ensure work is completed effectively and efficiently; effectively allocates own time to completing tasks, while leveraging available resources; stays focused and prevents distractions from work completion.
- Problem Solving – develops solutions for work issues by examining root cause of issues, identifying cause and effect, and identifying potential solutions.
- Quality Standards – sets standards for excellence in work and procedures to achieve high quality, productivity, and efficiencies; checks processes and tasks to ensure high quality output; takes corrective action to correct problems or notifies others of quality issues.
- Safety Awareness – identifies safety issues/problems and informs the appropriate individual when issues arise; reports unsafe working conditions; makes recommendations for correcting safety and security concerns.
- Teamwork – contributes to building a positive team environment; supports successes, recognizes accomplishments; provides feedback; exhibits openness to others perspectives; balances responsibilities.
Time will primarily be spent in an office environment during regular office hours. There may be requirements to work outside of the office/travel on occasion.
Expected salary
$38000 per year
Location
Miramichi, NB
Job date
Sat, 25 Jan 2025 04:07:20 GMT
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