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Senior Operations and Administrative Coordinator (Hamilton, Ontario)

Senior Operations and Administrative Coordinator (Hamilton, Ontario)

MaxPeopleHRHamilton, ON, CA
16 days ago
Job type
  • Full-time
  • Quick Apply
Job description

About Our Client

Mattina Mechanical Ltd (MML) is a well-established full-service mechanical contractor that continues to grow year after year. They have built exceptional industry recognition delivering results for a variety of mechanical services including installation and maintenance for Institutional, Commercial, and Industrial construction projects as well as mid-high rise residential.

Recognizing that their people are the key contributor to their success, becoming a member of the MML team offers several benefits, including professional growth and advancement opportunities.

What You’ll Be Doing

The Senior Operations Coordinator reports to Director(s) of Operations and oversees and coordinates daily operational activities to ensure smooth workflow across departments. In addition, the Senior Operations Coordinator provides administrative support to the Director(s) of Operations overseeing Major Projects, Special Projects and Technical Engineering.

Essential Responsibilities :

  • Support the Director(s) of Operations (Majors & Specials) with scheduling and communication functions, attending meetings on behalf of the Director(s) of Operations when required
  • Compile and submit expense reports for the Director(s)
  • Assist the Project Managers, Field Managers / Site Supervisors and Project Coordinators with administrative tasks, as required
  • Assist with the preparation of project and job quotations, invoices, and project closeout documentation
  • Supports the Director(s) with IT functions in conjunction with the IT department, as required
  • Manage the MML backflow program
  • Administer the start-up of new projects, work orders, and customers within project management software(s) and HRIS system.
  • Expedite submission of proper documentation and maintain electronic filing system(s)
  • Assist with the shop drawing process
  • Assist in follow-up on customer proposals and internal material requisitions
  • Develops and maintains Operations processes, procedures, and training materials
  • Supports implementation of department business systems
  • Works with business tools and software packages to support the department
  • Ensure employee access and passwords to department software / online platforms is maintained and remove access as required
  • Prepares and distributes content and coordinates departmental meetings
  • Assist in arranging off-site meetings and booking of conference rooms for the Operations Department teams, as required
  • Assist with office supply management and other logistical tasks
  • Assist with booking travel and accommodations for team members
  • Supports the Estimate to Budget documentation process
  • Administer the Vehicle with Fleet Management program
  • In conjunction with the shop lead, administer the Tool and Equipment Program
  • Performs other duties as required

Requirements

  • Minimum 5-7 years in operations coordination and administrative experience required
  • University or College degree in business administration or operations management preferred
  • Experience supporting executive level positions preferred
  • Ability to quickly learn and utilize various work management, construction project management, ERP, and CRM software
  • Advanced proficiency in Microsoft Planner and other Microsoft Office applications required
  • Excellent communication and teamwork skills
  • Knowledge of the principles, procedures, and best practices in the construction industry, specifically Project Management principles and processes considered an asset
  • Excellent organizational skills and attention to detail
  • Strong analytical and problem-solving skills

    • Benefits

    What MML Offers :

  • 45 years of economic stability
  • Competitive compensation
  • Bonus program
  • Comprehensive benefits (MERIT Ontario)
  • Employer RRSP contributions
  • Continuing education and upgrading opportunities
  • Friendly family atmosphere
  • Team approach to all work activities
  • Fully insured and bonded
  • Committed to health & safety with an exemplary Workplace Safety & Insurance Board record.

    • For consideration, please apply online . As part of our commitment to inclusivity, diversity, equity and accessibility, our goal is a workforce built on respect that reflects the communities we serve. We thank all applicants for their interest in MaxPeople but only those selected for an interview will be contacted.

    We are proud to be in compliance with the Accessibility for Ontarians with Disabilities Act (AODA), 2005 and the Integrated Accessibility Standards Regulation. We are happy to honor accommodations at any part of the recruitment process and invite you to let us know how we can help.