Office Services Assistant

Position Summary The Office Services Assistant completes activities necessary for the smooth functioning of the business unit’s background processes.

Essential Functions Provide administrative support to the Calgary Branch Manager and Kelowna Service Manager (ie.

MS Planner, SharePoint and SAP activities).

Set up MS Planner cards and add relevant project notes.

Upload relevant project documentation to SharePoint.

Collaborate with the internal teams using MS Teams.

Using SAP: quality check sales orders, validating sales totals, inventory transacting, and ensuring proper parts appear on work orders.

Assist with investigating invoice discrepancies.

Assist with inventory spot checks, credit card payments, service coordination and provide back-up to inside sales as needed.

Order office supplies.

Disseminate project pre-qualification documents, coordinating with Finance and Human Resources as needed.

Assist with reviewing service agreements and commercial project contracts as needed.

Disseminate project close-out documents (ie.

manuals and warranty letters).

Obtain and disseminate certificates of insurance documents for projects and customer accounts.

Processes incoming mail and send couriered packages to Finance and Human Resources.

Addresses routine day-to-day problems or coordinates with stakeholders to obtain solutions.

Complete regular reports and statements.

Qualifications Knowledge, Skills, Abilities Strong communication skills (written and verbal).

Organizational and multitasking skills.

Ability to process transactions with accuracy and attention to detail.

Solid Microsoft Office Suite, including SharePoint and Planner, skills.

Solid ability to use accounting software: SAP.

Education, Training, Experience Relevant post-secondary education or relevant combination of education and experience.