Scheduling and Customer Service Administrator - Ajax, Canada - Con-Test

Con-Test
Con-Test
Verified Company
Ajax, Canada

2 weeks ago

Sophia Lee

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Sophia Lee

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Description

Company Profile


Con-Test is Canada's oldest and largest testing and service company for biological safety cabinets, clean benches, fume hoods, clean rooms and many other controlled environments and various types medical and scientific containment equipment.

We have over 50 employees located coast to coast across Canada with customers in a multitude of industries where laboratories and clean environments are found.

Such customers include universities, pharmaceutical manufacturers, research laboratories, forensic labs, food processing companies, government agencies for agriculture, food, health and the environment.


Position Summary


We are looking for a motivated and highly organized
Scheduling and Client Service Administrator to join our team and provide essential scheduling, planning and dispatching of our Field Service Technicians, communicating with clients, managing office inventory and part shipments, and providing office and administrative support to our local Field Supervisors.


Duties and Responsibilities

  • Plan, schedule, and dispatch Field Service Technicians and Supervisors based on client requests and department guidelines. Work with Field Managers in planning and managing the Field Team schedules in a cost and timeefficient manner.
  • Forecast future schedules and plan for upcoming travel to job sites outside of the city. Coordinate with employees, supervisors and Regional Managers regarding timeoff requests and scheduling conflicts, and work with Regional Supervisors resolving scheduling issues.
  • Track and monitor schedules, and perform schedule integrity checks. Analyze deviations from baseline schedule, highlight gaps and propose corrective actions or continuous improvements.
  • Monitor and update the team's calendar and workflow platform, and coordinate with Regional Managers and Head Office on status updates.
  • Assist in verifying scheduled and overtime hours in preparation for payroll, as well as in developing scheduling procedures and process guidelines.
  • Monitor and ensure planned job orders are closed with proper time completion confirmations, and necessary reports are submitted.
  • Coordinate with customers and key departments/staff (i.e. Customer Service, Regional Managers, etc.) as necessary to ensure successful completion of requests and resolution of service issues.
  • Review and reconcile completed job orders for accuracy and completeness, and coordinate with the Field Service and Customer Service Teams on any discrepancies or missing information.
  • Identify & suggest opportunities for Process Improvements & efficiencies within department.
  • Perform other duties as assigned by Management.

Qualifications

  • Minimum 1 year administrative experience
  • Prior experience in scheduling and dispatching (preferred)
  • College level Office Administration courses or related field (preferred)
  • Good computer and typing skills
  • Proficient with MS Office (Word, Excel, Powerpoint) and Google Workspace (Gmail, Calendar, Drive, Docs)
  • Strong customer service skills and a teamplayer
  • Ability to learn new processes, tools, and other relevant information quickly
  • Outstanding organizational skills and ability to establish priorities, work independently and deliver objectives with mínimal supervision
  • Effective problemsolving skills and communication skills. Ability to handle and resolve recurring issues and to troublshoot new problems.

Physical Demands

  • Must be able to sit and work at a desk computer each day of the work week.

Work Environment

  • Hybrid work arrangement between Ajax office and home
  • Occasional site visits with technicians to clients' job sites

Job Types:
Full-time, Permanent


Salary:
Up to $45,000.00 per year


Benefits:


  • Casual dress
  • Dental care
  • Disability insurance
  • Extended health care
  • Life insurance
  • Onsite parking
  • Paid time off
  • Profit sharing
  • Vision care
  • Work from home

Flexible Language Requirement:

  • French not required

Schedule:

  • 8 hour shift
  • Day shift
  • Monday to Friday

Ability to commute/relocate:

  • Ajax, ON L1S 6W4: reliably commute or plan to relocate before starting work (required)

Education:


  • Secondary School (preferred)

Experience:


  • Administrative: 1 year (required)

Willingness to travel:

  • 25% (preferred)

Work Location:
Hybrid remote in Ajax, ON L1S 6W4
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