CAN_Administrative Assistant 2_Admin Support

Description :

Roles and Responsibilities : see attached Job Description.

Enable Skills-Based Hiring

No

Business case justification

North America Reactive Service quotation support

Travel Abroad

No

Rig Certificate

No

On-Call

No

Does the Candidate require Offshore Medical & Training Certificates to be arranged by the Supplier?

No

Does the position allow for the worker to be virtual / remote?

Yes but Onsite Preferred

Is Medical Check Required for Role?

No

Shift Work

No

Where is the role based?

Office Based

Shift Detail

(No Value)

Rotation schedule

NA

Other Rotation

(No Value)

Driving Licence

No

Driving on behalf of Company

No

Is MVR required

No

Candidate Type Consideration

National

Hours per Day

Hours per Week

40

Total Hours

528.00

Attachment - 1 :

Service Quotation Specialist (Administrative Assistant) Job Description

Scope of Work within area of Responsibility

Support North America Service Managers in the United States and Canada to perform the following tasks :

Create Time & Material or Fixed Price Reactive Service quotations by :

• Utilizing Microsoft Outlook Quote Request email template.
• Creating and editing Deal Machine 2.0 Opportunities.
• Creating and editing Deal Machine 2.0 Service quotations.
• Edit Word documents and print to PDF.
• Maintain and update OneDrive Excel-based Quote tracking data log.
• Work with Service Managers to edit and optimize Outlook Quote Request email template.
• Deliver an estimated 10-15 quotes daily.
• Become familiar with FRAME agreements and apply to quotations as applicable.
• Create and maintain FRAME agreement quote templates for ease of access and efficiency.
• Optimize and streamline business processes via experience gained in the role and Service Managers' feedback.
• Participate in periodic business process and performance reviews related to the role.
• Run and distribute reports on pending quote statuses for Service Manager follow-up.
• Build and maintain effective working relationships with Service Managers to ensure accurate and timely quotation delivery.
• Exercise good English written and verbal communication skills.
• Note, on-the-job training shall be provided on use of Deal Machine 2.0 system.

Desired Qualifications

Attachment - 2 : Marketing Title

Adminstrative Asst

Number of Headcount Required

Bulk Recruitment (5+ vacancies)

Job Grade

Reason for Position

Current Contingent Worker is taking a 3 month break in service to reset tenure. This person will only cover this time period

If Replacement, Name of Replacement

Confirm Cost Centre and Plant Code

Position Specific Information

Responsibilities / Tasks of the Role

Support North America Service Managers in the United States and Canada to perform the following

tasks :

Create Time & Material or Fixed Price Reactive Service quotations by :

o Utilizing Microsoft Outlook Quote Request email template.

o Creating and editing Deal Machine 2.0 Opportunities.

o Creating and editing Deal Machine 2.0 Service quotations.

o Edit Word documents and print to PDF.

Maintain and update OneDrive Excel-based Quote tracking data log.

Work with Service Managers to edit and optimize Outlook Quote Request email template.

Deliver an estimated 10-15 quotes daily.

Become familiar with FRAME agreements and apply to quotations as applicable.

Create and maintain FRAME agreement quote templates for ease of access and efficiency.

Optimize and streamline business processes via experience gained in the role and Service

Managers' feedback.

Participate in periodic business process and performance reviews related to the role.

Run and distribute reports on pending quote statuses for Service Manager follow-up.

Build and maintain effective working relationships with Service Managers to ensure accurate and

timely quotation delivery.

Exercise good English written and verbal communication skills.

Note, on-the-job training shall be provided on use of Deal Machine 2.0 system.

Expected Role Challenges

None

Is the Position Onshore / Offshore

Onshore

Working Conditions - describe the physical environment / conditions the worker will be working in

Office

Are there any safety risks associated with the role?

No

Will the worker be working at a customer's facility?

No

Will the worker be driving a Company vehicle or receive a vehicle allowance?

No

Is the worker required to travel for this role? If so, frequency and expected travel location(s)

No

Candidate Screening / Qualifying Information

Essential Requirements of the role (Experience / Skills / Competencies)

5+ years of experience supporting Sales / Service.

Desirable attributes of the worker (Experience / Skills / Competencies)

Strong data entry capability, Open to short term contract role and fast learner

Work under pressure, maintaining a calm, respectful demeanor and have ability to prioritize and

make decisions at fast paced environment.

Be able to anticipate and adapt to change and react efficiently, comfortable with ambiguity.

Have good accuracy, attention to details and customer service orientation both internal and

external.

Soft Skills

Have good accuracy, attention to details and customer service orientation both internal and external.

Tools or Software (Required / Preferred)

Must have knowledge of : Microsoft Suite applications (Teams, Outlook, Word, Excel, PowerPoint).

Experience with Salesforce / Deal Machine 2.0 is desired, but not required.

Education Qualifications (Required / Preferred)

Have a Bachelor's degree from an accredited university / college, or a high school diploma / GED

Industry Background or Experience (Required / Preferred)

No specific industry experience required

Offshore Only - Does the candidate require Offshore Medical & Training Certificates Prior to Start?

N / A

Required Accreditations / Qualifications / Certification / Licenses including Drivers License

No

Is Medical Fit to Work Required for Role? Is there a specific medical screening required?

No

Languages Required & Proficiency Level

None

Target Companies

None

Alternative / Target Job Titles

None

Off-limits Companies

N / A

Resume key words

Data Entry

Mandatory Role-Specific Question & Response 1

N / A

Mandatory Role-Specific Question & Response 2

N / A

Mandatory Role-Specific Question & Response 3

N / A

About the Business & Team

Team Size / Structure and How this Worker Will Fit In

Product Line / Business Segment Information

Name or Details of the Project / Product / Services Supported

Logistics of the Role

Contract Duration

3 months

Exact Work Location

3905-71 Avenue, Leduc Alberta, CAN T9E 0R8

Location Type (Workshop / Rig / Office / Client Office / etc.)

Office

Is Remote Work Offered? If yes, do they have to be in country / in state?

Yes

Is flexible work arrangement offered?

Yes

Work Schedule - how many hours per day and per week

40 hours per week

Rotation Schedule

N / A

Visa Sponsorship Offered (Yes / No)

No

Salary / Rate Range

Other Offer details (Bonus, Overtime, Standby, Travel etc.)

None

Likelihood of Extension

No Extension will be permitted

Likelihood of Temp to Perm Conversion

None

Next Steps & Interview

Do you have any planned absences that would delay the review / interview / onboarding process? If yes, is there a delegate that could progress the role in your absence?

No

Target Start Date

ASAP

Spotlight Call with Suppliers Required? (Spotlight is Optional only for frequently occurring roles)

No

How soon are you looking to interview?

ASAP

Interview Format : In person / Virtual / Assessment. How many rounds?

Virtual and In Person