Reporting to the Inspection Division Manager, the Administrative Assistant provides essential administrative, project, and HR support to the local team, contributing to efficient operations in a fast‑paced, collaborative environment.
Key responsibilities include:
Invoice & Expense Administration
- Process subcontractor invoices, inspection work order billing, regulatory fees, and department expenses, ensuring all required documentation is complete and accurate.
- Maintain supporting documentation, follow up on missing or inaccurate information, resolve routine discrepancies, and escalate issues as required.
Contractor Compliance
- Maintain employee and company records in customer and third-party contractor portals, including certifications, licences, training records, and other required compliance documentation
- Update certifications, licences, training records, and other required qualifications
- Monitor expiries and coordinate renewals to ensure ongoing compliance
Customer & Contract Administration
- Create and maintain customer, billing, service, and contract records, ensuring all information is accurate, complete, and up to date
- Prepare, process, and renew contracts and service agreements, following up on missing information and escalating issues as required
Scheduling Support
- Provide backup scheduling and dispatch support, coordinating technician assignments, customer appointments, and schedule changes
- Maintain scheduling records, communicate updates to stakeholders, and escalate scheduling conflicts or resource concerns as required
