Office Administration Manager
Job No:
PENNECON425
Location:
Dartmouth
Pennecon is a leading provider of integrated solutions throughout the heavy civil, industrial, services & maintenance, and marine industries. Powered by an energetic team, we are united by our passion and determination to deliver results on the most complex jobs and challenging environments.
Pennecon Hydraulic Systems Limited is currently accepting applications for the following position:
Role: Office Administration Manager
Location: Dartmouth, Nova Scotia
Pennecon Hydraulic Systems is seeking a dynamic, self-starting individual to join its growing Dartmouth team as Office Administration Manager. Reporting to the Operations Manager, you will have a diverse role, overseeing all general office administration operations for this fast-paced, dynamic organization. You will play both a strategic and tactical role in efforts to increase organizational effectiveness and capability, including embracing new business processes and enabling technology. Specific responsibilities will include, but not limited to, the following:
- Supporting job/project administering activities, including creating work orders, compiling work-in -progress status reports, and confirming timely receipt of client commitments (i.e., purchase orders) prior to services being rendered;
- Assessing existing work processes for the purposes of identifying business ‘pinch points’, while working with the team to implement pragmatic solutions;
- Liaising and supporting the St. John’s-based accounting team in invoicing, month-end closing, reconciliation and reporting;
- Playing an integral role in Pennecon’s efforts to transition field record capture from paper to electronic format, acting as the on-site subject matter expert;
- Providing general administrative support to the Operations Team, including preparing job bids / submission, scheduling meeting, and arranging travel;
- Supporting the Operations Manager in matters related to human resources, including the onboarding of new hires;
- Collaborating with broader Pennecon HSE & Quality specialists to support the local administration the implementation of Pennecon’s health and safety and quality management systems, with a particular focus on ensuring the timely resolution of corrective actions;
- Filling role of Company’s Designated Official under Canada’s Controlled Goods Program, and role of Company’s Security Officer under the Canadian Industrial Security Directorate Program;
- Maintaining an up-to-date, complete and systematic filing system to support operations;
- Supporting the maintenance and record keeping of calibrated tools and equipment;
- Supporting to Operations Manager with the planning and executing of infrastructure improvements, as well as ongoing facility maintenance and repairs;
- Interfacing with Training Coordinator to ensure employee safety-related training is scheduled and records are accurate;
- Acting as an alternate for the Procurement Specialist for the procurement of goods and consumables;
- Assisting with fleet maintenance, ensuring all preventative and corrective maintenance is preformed, with accurate records maintained; and
- Assisting Document Control and issuance of documentation to both vendors and customers.
Tech-savviness, self-starter, energetic, and a can-do attitude are essential attributes for success in this role. You naturally and eagerly embrace new business processes and technologies, seeing the value they have in efficient business operations. Not only do you enjoy learning how to get the most from them, you also proactively seek out ways to use systems and programs to help save time, stay organized and manage clients and operations. Your organizational skills are impressive, and you enjoy managing multiple tasks in a busy environment. You have impeccable attention to detail, an impressive work ethic and enjoy dealing with people daily. As well, you are proficient with Microsoft Office. Previous experience in a technical or specialty services office environment combined with post-secondary education in business administration, or a related field is required.
Pennecon is committed to equity in employment and encourages all qualified individuals to apply. We thank all candidates for their interest but wish to advise that only those selected for an interview will be contacted. Find out more about Pennecon by visiting our website at www.pennecon.com.