Admin Assistant to Production - Ottawa, Canada - Paul Davis Ottawa

Paul Davis Ottawa

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

REPORTS TO:
Production Manager

MANAGES:
N/A

LOCATION:
Ottawa, ON, Canada - Office Based

_Admin Assistant to Production is defined by Paul Davis as being the person who supports the production department and its coordinators with all administrative tasks associated with repair projects._
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 380 franchises across the US and Canada. Since 1966, we have helped more than 2 million property owners restore their properties and lives.

Our passion for quality and our commitment to our vision, mission, and values aligns our entire organization behind one common direction and one set of core operating principles.

The promise of our Brand - to always deliver truth - is what we stake our reputation on and what those who engage with our company can and should expect from us.

Nature and Scope
To be effective, you
***must be comfortable working in a highly demanding and oftentimes stressful environment and must be able to contribute to the success of the entire team - managing competing demands and demonstrating a willingness to take initiative in making the right things happen.

The role wields significant power but only if they are able to hold a steady hand over their 'domain', align firmly with the management team, yet remain open to hearing and taking into account the ideas, and suggestions of all team members.

Help the Project Coordinator with administrative duties and processes.
Organize and participate in regularly held meetings such as preconstruction meetings, daily huddles, quality control, progress meetings, and management meetings.
Implement policies and procedures within the department.
Create weekly workflow & schedules for inhouse and subcontractors.
Alert the functional manager to issues as they arise.
Monitor and report on team and project cycles.
Act as point of contact for the project team and facilitate communications between internal stakeholders.
Delegate tasks to project teams.
Foster a positive relationship between all stakeholders
Create and deliver weekly team and project progress reports to the Functional Manager.
Take ownership of KnowHow for your department, including the creation of processes and implementation within the team.
Assist in department training and onboarding of new employees
Uploading of documents to company platforms as required
Assist Project Coordinators in monitoring compliance buttons
Complete RFQ's
Be part of the call rotation for intake, including entering claims into RMS.
Assisting in sourcing and enrollment of suppliers/vendors
Assist the department with customer contact, including but not limited to scheduling and updates.
General Office duties
Completing monthly availability calls to all subcontractors on the list.

Skills and Knowledge

Good knowledge of office support functions including word processing, filing, composing a variety of business documents, gathering, and compiling data, and balancing and coordinating a workload for multiple projects.

Must be able to handle pressure, have a good work ethic and have initiative
Positive friendly attitude
Great people skills
Motivated and a creative thinker
Good Organizational skills

Specialty Areas

Must have experience using various CRMs and Platforms
Good knowledge of construction terminology and procedures asset, but not required
Experience using spreadsheet software; intermediate word processing skills.
Experience using database software.
Experience handling phones
Balancing multiple tasks

Work Environment
General office environment. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions.

WHY JOIN THE PAUL DAVIS TEAM?

Paul Davis is an industry leader in restoration and reconstruction for insurance providers and commercial properties throughout the United States and Canada.

We are growing locally and have career opportunities for individuals who want purpose out of their work.

We love creating opportunities for our team members, offering a variety of webinars for each employee to stay motivated and updated on new technologies, regulations, procedures, etc.

Built upon principles of customer service, dynamic decision-making, and leadership, we have the tools to continue our rapid growth.

Our team puts emphasis into living our Vision, Mission and Values to be more than just a service provider - our company roles are pivotal to the success of the franchise.

-
Values:

- _Deliver what you promise._
- _Respect the individual._
- _Have pride in what you do._
- _Practice continuous improvement_.
-
Vision: _"To provide extraordinary care while serving peo