Office Assistant (NOC14100)

Dakwakada•Whitehorse, YT

6d•Onsite

About The Position

The Office Assistant for the Commercial Aluminum Group supports the daily administrative, scheduling, and operational functions of the commercial aluminum fabrication and installation division. This position is responsible for assisting with crew scheduling, inventory tracking, timesheets, payroll support, invoicing, material ordering, shipment tracking, and general office administration. The Office Assistant works closely with management, fabrication staff, installation crews, vendors, subcontractors, and clients to help ensure projects and day-to-day operations run efficiently and on schedule. Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced commercial fabrication and installation environment are essential for this role.

Requirements

Completion of secondary school is required.
Must have 1 year experience in a window and door manufacturing company.
Must have a minimum of 1 year experience as an office assistant in a commercial fabrication and installation setting.
Must have a minimum of 2 years experience working with inventory.
Must have a minimum of 1 year experience preparing time sheets and working with time tracking software for payroll.
Must have experience in accounts receivable, including creating orders and invoicing.
Knowledge of workplace safety procedures and safe work practices.
Strong work ethic and consistent punctuality.
Willing to learn and take additional training as required.
Applicants must be legally authorized to work in Canada.

Nice To Haves

Degree in Information Management is an asset.

Responsibilities

Assist with developing, maintaining, and updating project schedules for aluminum and glass installation projects.
Schedule installation and repair crews based on project priorities and timelines.
Coordinate with crews, subcontractors, clients, and site teams to help projects stay on schedule.
Communicate schedule changes and ensure crews have the required materials, equipment, and site access.
Order equipment and materials from vendors and track shipments to project sites.
Arrange travel and accommodations for work crews when required.
Prepare and process timesheets and expense submissions for payroll.
Perform basic bookkeeping tasks, including preparing purchase orders and invoices in the accounting system.
Maintain inventory records for office and project materials.
Respond to phone, email, and in-person inquiries or direct them to the appropriate person.
Prepare correspondence, reports, forms, meeting agendas, presentations, and other administrative documents.
Assist with contract administration, filing, document scanning, photocopying, and mail distribution.
Attend meetings, record minutes, and support general office coordination activities.
Maintain office supply inventory and arrange servicing of office equipment as needed.
Sort, process, and verify receipts, expenditures, forms, and other related documents.
Assist with organizing workflow and supporting other office staff as required.