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Job Description

Project Coordinator

Rate TBD
Location Mississauga, ON Canada (On-site)
Type of project Administration, Business consulting & Finance Administrative Assistant, Management processes
Duration contract ongoing
Education required College/University
Years of experience Less than 2 years
Type of employment N/A
Area of Specialization Business
Languages required N/A
Workhoppers Mississauga ON
Description
Required Skills and Capabilities:

- Must demonstrate a high level of organizational and planning skills.
- Strong time management skills and ability to complete assigned duties promptly and accurately.
- Ability to exercise appropriate independent judgement.
- Strong attention to detail.
- Superior customer service skills.
- Excellent interpersonal and communication skills, both written and verbal.
- Experience working in a computerized environment and proficient in the use of MS Office.

Duties and Responsibilities * Address sales calls and/or customer visits if sales staff is unavailable.

- Assist and/or prepare estimates when required.
- Entry of Order Confirmation’s and job related tasks on a daily basis which also includes invoicing.
- Maintaining client and project files. Physical and on company database.
- Organizing and ensuring all folders on company database are accurate and filed correctly.
- Keeping client database accurate with client information.
- Co-ordinate and schedule meetings, appointments, and client visits.
- Writing up of correspondence and reports.
- Being accountable for all aspects required for estimating and to update and submit to Sales team/person by deadline.
- Updating management of any issues regarding any client.
- Adding and updating items in software for any Services and Products.
- Keep current on all jobs which includes understanding all aspects of upcoming jobs and what is required.
- Be a key contact for customers and keep information up to date in the event that others need to step in/help.
- Assist Sales manager with any required aspects of all projects.
- Overall cleanliness of the office and workspace.
- Assisting and supporting other team members.
- Verifying contractor and vendor work and updating schedule.
- Sourcing out new vendors, employees and Hub locations which includes but not limited to; posting ad’s, reviewing resumes, interviews, sending all appropriate paperwork.
- Keeping in contact with all employee’s and vendors across Canada with schedule updates / other projects / questions.
- Working out solutions for any issues that may arise.
- Creating P.O.’s.

- Obtaining quotes and arranging all details regarding shipments. (Pick up times, waybills or BOL, updating vendor or employee, adding shipments to calendar, PO etc.).
- Afterhours engagement when required: collaborating with employees and vendors, ensuring photographs are received of work in field and cross referencing for accuracy, handle any calls, being available via phone and/or email to help support company in any way needed.
- Stay late and/or come in early to complete time sensitive tasks and/or to catch up on backlog.
- Understanding all aspects of upcoming jobs including what is required of your position.
- Other tasks and special projects as assigned.
- Team lead on all aspects of jobs from Estimate to completion.

Other duties: * General clerical duties including photocopying, printing, mail, courier, filing, scanning documents, ordering office supplies, etc.

- Receive incoming calls in a timely and professional manner; direct callers to the appropriate department.
- Acting as the face of The Xzibit Group to all visitors. Ensure they are greeted in a positive and pleasant manner; tracking all visitor and courier drop-offs.
- Daily entering of purchase orders and vendor invoices into software. Updating all necessary information to reflect correctly on invoice. Ensuring accurate time and invoice total.
- Purchase order reconciliation, printing and sending client invoices on a daily basis; ensuring all notes and pricing on invoice are accurate.

Specific schedule:
  Mon Tue Wed Thu Fri Sat Sun
Morning
Afternoon
Evening
 
2022-09-19

-September 19, 2022
 

 

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