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About the Role
Perform daily administrative tasks and services to facilitate work for functional business teams, such as the Procurement department, by providing professional customer service and managing various administrative processes.
Responsibilities
- Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit function.
- Perform administrative services including processing mail, overnight mailings, photocopying, filing, managing phone lists, processing invoices, and ordering supplies and stationery.
- Edit and assemble documents and reports.
- Engage professionally with others to address and discuss information and assist with general inquiries; provide appropriate escalation.
- Develop general knowledge of contract documents, understand contract types, and select correct contract forms to support Procurement activities.
- Generate contracts within the Procurement module system of record (e.g., SAP) and ensure accuracy of details.
- Upload documents into DocuSign system, maintain Subcontractors’ updates, and track through to completion while maintaining executed contracts.
- Maintain organized filing system and coordinate document retrieval.
- Track Certificate of Insurance (CoI) renewals and maintain up-to-date documentation and details in system of record.
- Assist in development of bid lists for trade items, coordinate pre-bid meetings, may distribute bid documents, and assist in receiving bids.
- Assist in preparation of assigned spreadsheets to confirm bidder compliance with contract documents.
- Conduct prequalification research and follow-up with subcontractors to assist in completion of prequalification process.
- Contact vendors and subcontractors during bidding phases to determine coverage of trade items and identify problems and forward to Procurement Agent.
- Receive questions from bidders and obtain clarification through Procurement Agent (or bid period Request for Information (RFI) Lead) and forward answers to bidders.
- Track and request missing or expiring insurance, verify insurance requirements for compliance with agreements, and follow up with stakeholders as required until resolved.
- Proofread work before presenting to Procurement Agent/Manager for signature.
- Compile and route agreements for execution using DocuSign system.
- Release and update contract and insurances; update halt codes within Procurement database as directed.
- Organize Procurement documentation for distribution and filing.
- Organize local distribution and storage of executed contracts, agreements, and related documents in shared document system.
- Manage Subcontractor prequalification files; obtain and enter values for current Experience Modification Rate (EMR), and financials into Prequalification system.
- Embrace company culture, values, and Diversity, Equity, & Inclusion (DE&I) activities across company.
- Provide team support and relief of others' job duties during times of need (e.g., lunch, breaks, illness, vacation).
- Contribute innovative ideas for continuous improvement and effectiveness of team.
- Other activities, duties, and responsibilities assigned.
Requirements
- High School Diploma and minimum of 5 years of relevant administrative assistant experience required.
- High degree of detail, accuracy, and organizational skills.
- Maintain confidential information.
- Work independently, with some oversight, and as part of team.
- Approachable, proactive, positive, and professional attitude.
- Professional verbal communication and written business communication skills.
- Able to conduct research and effectively proofread.
- Exhibit active listening skills and follow through on commitments.
- Good judgment to solve problems, escalate issues, and request prioritization of responsibilities.
- Computer and data entry skills, Microsoft suite of applications, collaborative meeting platforms, and general office equipment.
- Familiar with Procurement systems and DocuSign.
- Regularly required to be mobile.
- May occasionally travel both short and long distances via a variety of conveyances.
- May occasionally perform and visit work on-site at construction work sites, office locations, and/or off-site venues.
- Must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Skills
- Customer service
- Administrative support
- Document processing
- Mail processing
- Photocopying
- Filing
- Phone management
- Invoice processing
- Supply ordering
- Document editing
- Report assembly
- Contract knowledge
- SAP
- DocuSign
- Filing system management
- Certificate of Insurance (CoI) tracking
- Bid list development
- Pre-bid meeting coordination
- Bid document distribution
- Bid receiving
- Spreadsheet preparation
- Prequalification research
- Vendor communication
- Subcontractor communication
- Insurance tracking
- Proofreading
- Agreement routing
- Procurement database management
- Team support
- Continuous improvement
- Microsoft suite of applications
- Collaborative meeting platforms
- General office equipment operation
Location
- Toronto, ON M4C 1M5 CAN
Work Type
- Regular
- Full-time
Experience Level
- Experienced
Education Level
- High School Diploma
- College degree (a plus)
- Relevant administrative skills certification (a plus)
Salary/Compensations
- $52,000.00 - $76,000.00 CAD annualized
About the Company
- Turner Construction Company is a leader in the construction industry.
Equal Opportunity
- Turner Construction Company is an equal opportunity employer and does not discriminate on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, religion, sex, sexual orientation, gender identity, gender expression, age, marital status, family status, or any other characteristic protected by law.
- Accommodations are available, including for applicants with disabilities, in the application and recruitment process, upon request.