Office Coordinator

REEL USA Corp. is the US entity of REEL International’s, and sister company of REEL-COH Inc. based in Quebec, Canada, with 72 years of experience in the custom design and manufacturing, inspection, service, refurbishment and modernization of lifting and handling systems, which qualifies us as one of the global leader in this field. Over 2,300 employees are contributing to the success of REEL globally, with over 300 employees in the North American Business Unit throughout USA and Canada. It’s our objective to develop furthermore the US market and to expand our business accordingly by building and maintaining strong business relationships with important clients.

REEL, with a $500M USD turnover, is also a worldwide state-of-the-art specialist in the design, manufacturing, installation and commissioning of custom-made equipment such as aircraft docking systems, tooling, moving lines, handling & lifting systems for the aircraft pre-and final assembly lines, the maintenance & painting operations as well as the engine assembly and/or maintenance. REEL is a manufacturer and an integrator of complete aircraft pre-and final automated assembly line solutions, automated and very innovative drilling solutions, and also offers a full range of turnkey maintenance services. As such, REEL delivers “performance-based” solutions and is qualified by AIRBUS as one of their 65 “Strategic Suppliers.”

Reports to : Maintenance Manager

JOB DESCRIPTION

Summary/Objective

As an Office Coordinator, the individual will be responsible for providing administrative support to ensure efficient operation of the office /contract. You will support the Executive Director, Managers and employees through a variety of tasks related to organization and communication. You will communicate via phone and email ensuring that all administration tasks are completed accurately and delivered with high quality and in a timely manner.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

1. Manages general administrative tasks related to the company’s activities, development, office management support and contract support,

2. Responsible for parts supply and coordination,

3. Monitor office supplies inventory and place orders,

4. Negotiates commercial conditions with suppliers,

5. Negotiates consumable supplies with certified suppliers,

6. Follow the deadlines for receiving and restart suppliers if necessary,

7. Performs good receipts of products purchased,

8. Manage reception disputes and warranty claims,

9. Deal with disputes related to billing of suppliers,

10. Populates the equipment sheets in the SAP database with all relevant data,

11. Gathers the information and prepares the monthly activity progress report,

12. Schedule meetings and generates the Minutes of Meeting,

13. Checks the availability of the necessary documentation for the proper execution of maintenance services,

14. Creates and manages soft & hard copies of operating & maintenance manuals and files them properly,

15. Select and evaluate suppliers

16. Initiate, in conjunction with the Quality & EHS Manager, enhanced surveillance of a supplier

Supervisory Responsibility
This position has no supervisory responsibilities.

Work Environment

While performing the duties of this job, the employee may be exposed to loud noise from the workshop,

Physical Demands

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. While performing the duties of this job, the employee is regularly required to talk and hear.

Position Type /Expected Hours of Work

This is a full-time position, and hours of work and days are Monday through Friday, 07:00 a.m. to 3:30 p.m.

Employee should be also available for overtime based on workload.

Travel
No travel is expected for this position.

Required Education and Experience

1. Minimum of five (5) year’s office coordination related experience,

2. Demonstrates ability to successfully function in a reactive environment, excellent time management skills and ability to multi-task and prioritize work,

3. Displays a clear and precise understanding of projects /contracts, tasks, difficulties, and time involved in a given assignment,

4. Attention to detail and problem solving skills,

5. Proficiency in Microsoft Office and ERP /SAP experience would be an asset,

6. Must be motivated and possess excellent interaction skills,

7. Must have excellent English written and verbal communication skills.

Competencies

1. Technical Capacity.

2. Ethical Conduct.

3. Communication Proficiency.

4. Results Driven.

5. Initiative.

6. Adaptability

7. Ability to Work Under Adverse Conditions.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type: Full-time

Schedule:

• Monday to Friday

Work Location: In person