Responsibilities

• Manage service contract – sub-contractor agreement in compliance with standards
• Types and posts minutes and  follows up with some action items as assigned including meeting expenses for payment;
• Assists with scheduling of meetings as required
• Coordinates scheduling calendar and keeps up to date;
• Maintains continuing Engineering Database – track progress and priorities
• Creative Chaos Management – Warehouse, supplies, tools, files, (Establishes, revises and maintains filing system that require the filer to employ knowledge of department operations, discretion in determining the proper place for filing documents and to have an effective retrieval system;
• Translation Services where required
• RFP’s – as required
• Composes correspondence, establishes formats and edits work for content.
• Coordinates shipping and receiving
• Handles routine and non-routine request for information and assistance using discretion in determining whether the situation can be handled personally or should be referred to the supervisor or others for disposition. In addition, uses personal tact in those cases where requested services or information cannot be granted without further review
• Creates purchase orders on mainframe system and submits them to vendors.
• Coordination of production of water carts, pre-treatment components
• Bill payment
• Creates invoices for water systems
• Creates various reports for distribution to management
• Establishes, implements and maintains procedures and systems for processing work and cyclical tasks and projects, communicating schedules, keeping records, etc;
• Maintain and update project database matrix
• Update Salesforce.com Weekly
• Issue Worker’s Compensation Board Clearance Certificates via on-line service
• Access to SAP as required
• Works with vendors and A/P to resolve pricing and/or terms discrepancies
• Develop contracts and agreement with suppliers - this includes follow up on agreement end dates;
• Creates Clearance Certificates with Workers Compensation Boards

 Qualifications

• Minimum 3 - 4 years office administration in professional and/or sales environment required.  Typically experience with handling high volume, complex administrative experience.
• SAP experience is asset
• Minimum 2 years Customer service experience required
• Bilingual in French/English an asset
• Requires effective interpersonal skills and behaviours conducive to a service/team-oriented environment (ie diplomacy, tact, flexibility, positive approach)
• Must demonstrate expertise and leadership in material management and purchasing field
• Superior communication skills both verbal and written
• Requires broad base understanding and proficiency in use of PC’s and skills including MS Office products
• High degree of organizational and time management
• Basic knowledge of purchasing law

• English [Advanced], French [Advanced]