Operations Assistant
Ottawa, Ontario, Canada
1d ago

Principal Responsibilities :

Responsible for supporting the Business Operations department to meet the objectives of the Purchasing, Sales, Engineering, and Installations Departments.

Also, responsibilities include the general administrative work, including booking projects and change orders, logging / tracking booking paperwork, budget approvals, typing, filing, faxing, emailing, and other general office work.

Also, provide assistance as needed to all Operations, Accounting, Engineering, and Field personnel as required.

Essential Functions :

Maintain project files in accordance with company policies and procedures

Provide project status reports in a form and manner prescribed by management

Initiate warranty letters

Answer phones

Assist the Business Manager with all administrative duties to support the Operations department, including booking projects.

Request schedules from general and mechanical contractors

Assist Project Managers with project schedules as needed

Can assist in project meetings with the engineers and project managers

Job cost and job file maintenance / filing

Collect department timesheets for manager approval each week.

Manage submission of daily field employee logs for each project

Assist the Engineering department with a compilation of submittals and O&M manuals.

Coordinates for timely material deliveries

Tracks materials orders as necessary

Returns materials to vendors when necessary

Match POs to packing slips and obtain authorization as required.

Track incoming orders and maintain shipping costs

Set up and confirm meetings with customers and subcontractors.

Make travel and accommodation arrangements for Operations personnel as required.

Must possess the ability to work well with others in a team environment as well as individually

Must be a self-starter and possess the ability to organize and plan your work schedule

Must possess the ability to work without close supervision.

Maintain a professional presentation in appearance at all times.

Must be able to multitask be able to work on multiple tasks / projects at one time

Good time management skills

Other duties as assigned

Knowledge, Skills & Abilities :

Proficient in Microsoft Office programs, including Word, Excel, Outlook, and Powerpoint

Strong written and verbal communication skills

Good time management skills

Minimum Qualifications :

High school diploma / GED

Minimum 1 year of work experience

Preferred Qualifications :

Intermediate knowledge of using ERP systems is a plus

Post-secondary degree or at least 2-3 years of experience in the construction / manufacturing industry

All Employees Shall :

Comply with the EH&S Policy and applicable regulatory and company EH&S rules and requirements

Report to supervision conditions or practices that are either unsafe or that may adversely impact the environment, to ensure prompt resolution of potential hazards.

Attend a scheduled EH&S training program

Actively support the organization’s efforts to meet or exceed EH&S goals and plans.

Recommend improved EH&S practices

The incumbent is responsible for complying with CARRIER’s Code of Ethics, the Policy Statement on Business Ethics and Conduct in Contracting with the U.

S. Government, and related policies. In executing his / her responsibilities, the incumbent shall take all steps necessary to foster open communications and to support CARRIER’s compliance, business practices, DIALOG, and Ombudsman programs.

This Job Description is to serve as a guide. It is intended to be flexible and will continue to evolve over time with business needs and demands and may be updated periodically and at the Company’s discretion.

Nothing in this position description changes or is intended to change the employment-at-will relationship with the Company.

Employment at will means that an employee or the Company may terminate the employment relationship at any time, for any reason or no reason at all, with or without notice.

Carrier is An Equal Opportunity / Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age or any other federally protected class.

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