General Company Information :
Kinectrics Inc. is Canada’s leading provider of innovative science and engineering services to the Electricity Energy Sector.
We are a company built on a 100-year history of serving the energy sector with our advanced problem-solving expertise. Employing more than 1000 engineers, scientists and technologists our employees are recognized worldwide for outstanding technical excellence in the energy sector.
Kinectrics is unique in that it has an extensive suite of up to date laboratories serving clients in both North America and around the globe.
Job Title : Project and Operations Assistant
In this role you will provide a variety of administrative support services for our Transmission and Distribution Technologies (TDT) Division.
As Project and Operations Assistant, you will report to and support the Senior Vice President as well as provide support to the Business Area Managers, Department Managers, Business Analysts, Cost Analysts, Project Leads and others as required.
Typical responsibilities include :
Provide support for project administration and documentation. Manage project administration billable hours with project leaders and department managers to achieve target 65-70% billability for the fiscal year.
Provide support to the Business & Cost Analysts by assisting project leaders with inputting data to plan projects in SAP, setting up sales orders, and billing plans.
Assist or train project leaders in obtaining cost history of projects. Assist in transfer of misallocated costs; monitor pro-forma invoicing, etc.
Use various software applications for the purpose of preparation of spreadsheets, graphs, charts, presentations, processing correspondence and other written material and for composing and / or processing of correspondence which may be commercially sensitive or confidential in nature
Use of electronic calendar, mail processing, travel, conference and meeting arrangements, processing expense reports, cheque requisitions and invoices, minute taking, preparation of presentation material,
Provide clerical / administrative support to group, including paper and electronic filing of information including expense reports, document filing / records management, typing correspondence, distribution of mail, preparation of shipping documentation, forms, memoranda, technical reports, billing details, timesheets minutes, and other data from dictation, handwritten notes, or own notes, etc.
Assign, check and provide advice and guidance to staff assigned or delegated to assist in the work activities.
Maintain various manuals, vacation records, and maintain official records for the department.
Ensure correctness and sign correspondence as directed by the SVP, Business Area Directors or Department Managers.
Other duties as assigned. Including flexibility to back up other operation assistants.
Specific assignments may vary as work demands require.
Essential Knowledge, Experience and Qualifications Required :
Requires a comprehensive knowledge of secretarial and office practices and procedures, administrative processes, and priority setting.
Requires strong computer skills in software packages such as Microsoft Word, Excel (including creation and use of macros), Power Point, etc.
Experience with SAP is desirable.
Requires proficiency in keyboard operations, storage and retrieval systems.
Ability to work in a confidential capacity and understand the sensitivity of a variety of business documentation. Ability to read and understand a basic business financial statement is an asset.
Effective interpersonal skills. Demonstrated ability to conduct tactful and direct communications with internal and external contacts.
Demonstrated strong time management skills and ability to achieve results under multiple conflicting priorities, time pressures and tight deadlines.
Requires proficiency in English grammar and sentence structure to prepare concise and effective correspondence, reports, etc.
Flexible to adjust and cope with changing requirements.
Sensitivity to individual’s needs / client service oriented.
Ability to work independently and in a global team environment.
Ability to anticipate supervisor’s needs with minimal direction.
Attention to detail / accuracy / thoroughness.
Ability to make individual decisions / work independently / exercise initiative / self-starter.
A period of to three years is considered necessary to gain this experience.
This knowledge is considered to be normally acquired either through the successful completion of Grade XII in a Secondary, Commercial or Technical school plus short specialized courses of further concentrated study.
Band / Zone : Business Support / Zone 1
Hours : 37.5 hrs / week
Location : 800 Kipling Ave., Unit 2, Toronto, M8Z 5G5
Representation : PWU
Kinectrics welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.