Company Overview

Island Technical Installations is a full-service electrical contractor dedicated to delivering innovative electrical solutions. We specialize in designing, supplying, testing, and commissioning custom electrical equipment for a diverse range of industries, including heavy industrial, marine, commercial, and institutional sectors. Our team of engineers, electricians, and technicians are committed to excellence and safety.

Position Summary

The Administrative Assistant role supports daily operations by directing inquiries, coordinating services, performing administrative tasks, maintaining organized records including vendor bills, customer invoices, employee travel, employee expense records, recording time sheets and job cost reporting.

Administrative Duties

• Process vendor invoices, maintain accurate due dates, reconcile vendor statements, and store digital invoice records within project files for cost tracking.
• Process corporate Visa transactions and reconcile statements weekly.
• Prepare and process customer invoices, payments, and account statements.
• Process employee expense submissions in NetSuite and upload receipts to project files.
• Support Project Managers with timely progress invoicing.
• Maintain office, shop, and employee supply inventory, including IT equipment and company apparel.
• Coordinate boardroom meetings, refreshments, and general office presentation.
• Update Job Hub to maintain accurate project status information.
• Assess incoming call centre requests and direct inquiries to the appropriate department.
• Liaise with external vendors and service providers, including office maintenance and facility services.
• Maintain records for the Skilled Trades Program, including apprentice hours and union reporting requirements.
• Prepare meeting minutes as requested.

Records & Document Management

• File, organize, archive, and maintain company documents in accordance with internal procedures.
• Prepare and label documents for storage and maintain accurate archive records.

Qualifications & Skills

• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Proficiency in Microsoft Excel and general office software.
• Working knowledge of NetSuite preferred.

Pay: $56,000.00-$58,000.00 per year

Benefits:

• Dental care
• Extended health care
• Paid time off
• RRSP match
• Vision care

Work Location: In person