Office Services Assistant

Position Summary

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

• 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.

• 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.

• Relevant post‑secondary education or relevant combination of education and experience.
• 5 – 7 years of related experience.

• Clean indoor office environment.
• May from time to time be subject to tight deadlines.