Administrative Assistant

POSITION DESCRIPTION

Division/Department

Paul Davis Canada /Administration

Job Title:

Administrative Assistant

Reports to (Title):

President, Paul Davis Canada

Manager (with direct reports)?

Yes

X

No

Exemption Status:

Non-Exempt

Shift/Hours:

Part Time 15-20 hours per week

Position Summary

Paul Davis Restoration, Inc. is a national franchise organization that provides property damage emergency services, restoration, and reconstruction services for residential and commercial properties due to water, fire, mold, storm and other disasters. The Paul Davis Network is made up of more than 330 franchises and Company Owned Operations across the US and Canada. Since 1966, we have helped more than 2 million property owners restore their properties and lives. Paul Davis Restoration, Inc. is owned by FirstService Corporation, a global leader in the rapidly growing real estate services sector. [More information about Paul Davis can be found at www.PaulDavis.com].

The Administrative Assistant will be the first point of contact for our company. The Administrative Assistant’s primary responsible will be to answer and direct all incoming calls pertaining to the business. The Administrative Assistant’s duties also include offering administrative support to the departments within the office.

Essential Duties/Responsibilities

• Answer and screen incoming calls
• Minimal payroll entry
• Data entry for finance department (assisting the General Accountant)
• Connect and transfer callers to the appropriate team member
• Intake of customer concerns via QuickBase application
• Greet all guests in a professional, friendly and hospitable manner
• Provide callers with information such as directions to the company location, company telephone numbers, company fax number and any related information
• Redistribute job applicants to the appropriate franchise location
• Sort and upload applications for offices in shared folder
• Assist in the ordering, receiving, stocking and distribution of office supplies
• Perform clerical tasks, filing, faxing, and scanning of documents
• Visit office 2x per week to pick up mail, check supplies, and act as key point of communication with property management
• Update calendars and schedule meetings
• Serve as a support to the team with daily administrative tasks
• Network compliance using Profile Gorilla
• Support TPA credential compliance
• Assist with onboarding and offboarding procedures
• Order business cards, clothing, and items requested by Team Leaders
• Other duties and projects as assigned

Competency – Knowledge, Skills and Abilities:

• Knowledge of Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
• Customer service skills
• Excellent verbal communication skills
• Excellent typing and administrative skills
• Stress management skills
• Ability to learn and operate our primary operating systems: SharePoint, and One Drive
• Ability to create and proofread documents
• Ability to answer and communicate with customers over the phone
• Ability to work office equipment (fax, scanner, printer, phone system, computers)
• Ability to work independently
• Ability to maintain a professional attitude and appearance
• Maintain a high level of confidentiality

· Ability to adapt to constantly changing priorities in managing a wide variety of projects

• Ability to follow our Paul Davis Values, Vision, Mission, and 10 Serving Basics

Required Education and Experience

• High School Diploma or GED required
• 2 plus years’ experience as a receptionist or in a customer service role
• 1 plus years’ experience in an administrative role

Preferred Education and Experience

• Coursework in administration or business
• Some payroll experience preferred but not required

Physical Requirement

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is occasionally required to sit, climb or balance, stoop or kneel. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

• Must be able to stay in a stationary position up to 100% of the time
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, fax machine, copy machine, and computer printer.
• Must be able to observe and perceive information on a computer and documents
• Must be able to communicate and converse with customers over the phone
• Occasionally will lift to 20lbs
• Ability to safely operate a company vehicle

Work Environment

The employee will be working indoors. The employee will be exposed to normal conditions air conditioning and heat. The employees will be exposed to normal noises throughout the office. Most work will be conduct over email, video conferencing, and telephone.

Travel

No travel required for this position.

Reasonable Accommodation for Disability

Any applicant or employee, who believes that a reasonable accommodation is required for purposes of federal or provincial disability law is required to contact Human Resources to begin the interactive exchange process.

A “reasonable accommodation” is a change or adjustment to a job or work environment that allows a qualified individual with a disability, defined as a physical or mental condition that is permanent, ongoing episodic or of some persistence, and is substantial or significant limit on an individual’s ability to carry out important functions (or as otherwise defined by federal or provincial law), to satisfactorily perform the essential functions of a particular job and does not cause an undue hardship for the employer.

Disclaimer

Paul Davis Restoration is an equal opportunity employer and employment equity employer. Paul Davis Restoration provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

I can perform the essential duties and responsibilities of the job description.

_____________________________________

Employee Signature

__________________

Date

Job Types: Part-time, Contract
Contract length: 5 months

Pay: $20.00-$25.00 per hour

Expected hours: 15 per week

Benefits:

• RRSP match

Schedule:

• Day shift
• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Work Location: Hybrid remote in Mississauga, ON L5N 2X7

Application deadline: 2024-08-05
Expected start date: 2024-08-05