BRIEF DESCRIPTION
Reporting to the Sales Director and working closely with the Operations Coordinator, the Administrative Assistant provides support to the sales and operations teams in organizing all elements related to customer requests and projects.Your main tasks will include, but are not limited to:
- Provide proactive customer service: confirm orders, ship parts, and maintain regular follow-ups on the progress of requests and projects;
- Enter orders and manage local/international shipments and follow-ups with carriers;
- Prepare documentation for production and engineering;
- Assemble, close, and file project binders and manufacturing compliance files;
- Send promotional materials and requested documentation to clients, engineers, and architects;
- Scan, archive, and transmit certificates of compliance and other technical documents;
- Prepare and send maintenance and commissioning reports for systems;
- Comply with internal policies and quality system standards.
QUALIFICATIONS
- Diploma of Vocational Studies (DEP) in secretarial or office work, or High School Diploma (DES) with equivalent relevant experience;
- 3 years of experience in similar roles;
- Spoken and written bilingualism* with strong writing skills in both languages;
- Proficiency in Microsoft Office Suite, including Excel;
- Excellent customer service, communication, and teamwork skills;
- Professional attitude with ethics, diplomacy, and interpersonal skills;
- Analytical and synthesis skills, organizational sense, and attention to detail;
- Experience with ERP, CRM, or shipping portals is an asset.
* Proficiency in spoken and written English is required, as the person in this role will be in regular contact with our offices in other Canadian provinces or with clients outside of Quebec.
WHY JOIN US
- FireFlex values, respects, and leverages the diverse backgrounds and skills of its employees. All qualified applications will be considered.
- Competitive salary based on skills and experience.
- Daytime schedule of 37.5 hours/week, with every other Friday afternoon off.
- 3 weeks of vacation starting May 1st after one year of service, 12 paid holidays, and 5 paid personal days per year.
- Group insurance program partially paid by the employer, effective upon hiring, including access to the virtual clinic Dialogue.
- Group RRSP with employer contribution (4%) effective after 3 months of continuous service.
- Additional training as needed.
- Years of service recognition program.
