Office Administrator/Project Coordinator

Position: Office Administrator/Project Coordinator
Location: Whistler, BC
Status: Full-Time, 1 year contract (Sept. 2014 – Sept. 2015)

Job Summary

The incumbent assists the Project Manager and branch by providing administrative support and coordinating various restoration projects. They are also responsible for providing reception, administrative and clerical services in order to ensure effective and efficient operations at the Whistler Branch. This position is the main liaison between the Project Managers, Insurance Adjusters, Property Managers, Property Owners, Strata Groups, Sub-trades and Canstar Staff and Associates.

 Duties and Responsibilities

Office Admin/Reception Duties

  • Greet visitors and staff to the office
  • Answer the telephone and direct the calls/messages in a friendly and professional manner as appropriate
  • Responsible for keeping common areas tidy and stocked, including front reception area; kitchen area; supplies area, bathroom, photocopier station
  • Prepare and send outgoing mail; prepare, send and receive couriers; order supplies

Project Coordinator Duties

  • Work with the Project Manager to ensure that all projects are kept on track by communicating/corresponding with stakeholders
  • Receive and enter new jobs into system using industry specific software
  • Coordinate and schedule jobs by issuing/tracking work orders/purchase orders to in-house departments and sub-trades as per the Project Manager’s direction
  • Provide outstanding customer service to both internal and external customers
  • Responsible for maintaining accurate and up-to-date electronic and paper job files.  This involves updating information and progress dates; uploading notes, photos and documentation, all in a timely manner
  • Provide administrative support by typing/sending out job file documents and reports
  • Develop, process and assist in the collection of invoices

 Qualifications

Education and Experience

  • 3+ years of experience in an administrative or assistant role
  • 1+ years of experience working with strata claims and property management groups is considered beneficial
  • Experience in the construction, restoration, or insurance industry is considered beneficial
  • Post secondary education as it relates to the role is considered an asset
  • Strong computer skills including Microsoft Office suite (Outlook, Word, Excel) and the ability to type 40+ words per minute accurately
  • Strong administrative and clerical skills
  • Strong customer service skills
  • Ability to communicate effectively in English both verbally and in writing
  • Ability to deal with difficult customers/clients on the phone and defuse a situation
  • Ability to multitask and prioritize
  • Ability to work in a constant changing environment
  • Self-starter with the ability to work unsupervised

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