Job Overview
Diversified Staffing Services is looking for a dedicated and proactive Assistant Office Manager to join our dynamic team. This position has been created to provide additional administrative support during a period of operational growth and organizational development.
The successful candidate will work closely with the Office Manager, Superintendent, Owner, field crews, customers, and suppliers to ensure the efficient day-to-day operation of the office and support all administrative, operational, human resources, safety, and customer service functions.
This role requires exceptional organizational skills, attention to detail, professionalism, initiative, and the ability to manage multiple priorities in a fast-paced construction environment.
Responsibilities
- Administrative Support
- Assist with the daily operation of the office.
- Answer and direct incoming telephone calls.
- Greet visitors, clients, suppliers, and contractors professionally.
- Monitor and respond to company email communications.
- repare correspondence, reports, forms, and company documents.
- Maintain organized electronic and paper filing systems.
- Order and maintain office supplies.
- Assist with scheduling meetings, appointments, and calendars.
- Support management with administrative projects as required.
Operations Support
- Assist with creating and maintaining job files.
- Prepare work orders and project documentation.
- Update project information as work progresses.
- Coordinate communication between office staff and field crews.
- Assist with dispatch information and scheduling when required.
- Maintain project records and close-out documentation.
- Support day-to-day operational requirements.
Human Resources Support
- Assist with recruitment and job advertisements.
- Schedule interviews and communicate with applicants.
- Prepare onboarding packages and employment documentation.
- Collect employment forms and required certifications.
- Maintain employee personnel files.
- Assist with orientation scheduling.
- Track employee training, certifications, licences, and safety tickets.
- Monitor expiry dates for required certifications.
- Health & Safety Administration
- Assist with maintaining company safety documentation.
- Enter and organize incident reports.
- Maintain training records.
- Track safety meeting attendance.
- Prepare safety meeting materials.
- Assist with COR program administration.
- Support compliance with Alberta Occupational Health and Safety legislation.
- Maintain safety files and documentation.
Accounting Support
- Assist with customer invoicing.
- Prepare billing packages.
- Track purchase orders.
- Perform data entry into accounting software.
- Match supplier invoices with purchase orders.
- Assist with collections as directed.
- Maintain customer and vendor records.
- Prepare payroll supporting documentation.
Customer Service
- Respond to customer inquiries professionally.
- Schedule service appointments.
- Follow up on customer requests.
- Assist with preparing estimates and supporting documentation.
- Maintain positive customer relationships.
General Office Duties
- Maintain confidentiality of company and employee information.
- Assist with company events and meetings.
- Cross-train in multiple administrative functions.
- Support management with special projects.
- Perform additional duties as assigned.
Required Qualifications
- High School Diploma or equivalent.
- Minimum two (2) years of office administration experience.
- Valid Class 5 Driver's Licence.
- Strong computer proficiency.
- Experience with Microsoft Office (Word, Excel, Outlook).
- Excellent written and verbal communication skills.
- Strong organizational and time management abilities.
- Ability to prioritize multiple tasks.
- Professional customer service and telephone etiquette.
- Ability to work independently and collaboratively within a team.
Preferred Qualifications
- The following experience would be considered an asset:
- Construction administration.
- Civil construction or underground utilities.
- QuickBooks Online.
- Corfix or similar safety management software.
- Google Workspace.
- Human Resources administration.
- Payroll administration.
- Occupational Health & Safety administration.
- Accounts Receivable and Accounts Payable.
Desired Skills
The successful candidate will demonstrate:
- Exceptional attention to detail.
- Reliability and punctuality.
- Strong organizational skills.
- Excellent problem-solving abilities.
- Ability to adapt to changing priorities.
- Strong interpersonal communication skills.
- Professionalism and confidentiality.
- Positive attitude and willingness to learn.
- Ability to work effectively under pressure.
- A team-first mindset with a strong work ethic.
Physical Requirements
- Prolonged periods of sitting and computer use.
- Frequent keyboarding and document preparation.
- Occasional lifting of office supplies up to 25 lbs.
- Ability to move throughout the office, yard, and shop as required.
Our team of recruiters would like to thank all candidates for applying, and will contact those potentially suitable for the position.
Thank you
Pay: $22.00-$25.00 per hour
Work Location: In person
