Administrative Assistant

Step into a world of excellence at First Onsite, Ottawa, where our dynamic team is on the lookout for an exceptional Administrative Assistant. As a proactive team player, you'll play a pivotal role in the branch - managing our project files from inception to completion. Positioned at the core of our operations, your mission is to ensure a seamless workflow and top-notch efficiency.

But at First Onsite, it's not just about the work-it's about embodying our core values, immersing yourself in our incredible culture, and being part of a team that's dedicated to serving others. Our customers are our commitment, and we go above and beyond for them.

If you're a go-getter with unrivalled organizational skills and a desire to transform chaos into order, this is your chance to shine in an office environment that's truly extraordinary. Seize this opportunity to be part of something remarkable, where every day is a chance to make a difference.

Are you ready to join a team that puts service first and to work for customers who are a joy to support? Dive in and explore the endless possibilities with us at First Onsite, where your contributions will not only be valued but celebrated.

A DAY IN THE LIFE OF AN ADMINISTRATIVE ASSISTANT

As an Administrative Assistant, you are an organizational expert! You manage multiple job files at one time from initiation through to receipt of payment. You are responsible for the quality of each file in terms of accuracy and completeness combined with making sure that timelines are met. Following our standard operating procedures, you complete data entry, tracking, and updates. If any filing issues occur, you report them to the management lead and assist in providing a plan of action.

On a daily basis, you collaborate with Project Managers (PM) and Construction Managers (CM) regarding projects requiring attention and/or approaching deadlines to ensure no slippage in project planning. You continuously review projects to make sure that both the customers' and our standards/key performance indicators are being met. Following up with PMs, CMs, and other stakeholders, you ensure that all tasks and filing of documentation are completed.

You provide critical analysis of job performance including job costing, profitability, invoice accuracy, and application of customer standards. To achieve weekly billing goals, you ensure that all invoicing is completed. You enjoy your job as you are never bored and get to work in an exciting fast-paced office!

QUALIFICATIONS

• College/University diploma/degree preferred
• Customer service orientated
• Exceptional organizational skills
• Excellent communication skills - English and French is a BONUS
• Experience working in the restoration or construction industry is a BONUS
• Strong computer skills: ClaimTrak, Word, Excel, Teams, Outlook, Xactimate, and XactAnalysis
• A sense of urgency and deadline driven
• Sound administrative/accounting math skills

ARE YOU READY TO JOIN OUR OFFICE TEAM?

If you feel that you would be right for this Administrative Assistant position, please fill out our initial 3-minute, mobile-friendly application. We look forward to meeting you!

We thank all applicants, however, only those selected for an interview will be contacted.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, First Onsite Restoration will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources or the Hiring Manager of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.