The Mechanical Administrator provides full administrative duties as required to the Directors within the Mechanical Business Unit. This includes booking meeting rooms, producing agendas, taking and transcribing confidential minutes of meetings, circulating appropriate papers, obtaining approvals and assisting with travel arrangements and special events.

As a Mechanical Administrator, you will:

• Act as a point person for the Mechanical team
• Assist in booking travel arrangements as needed (booking flights, hotels, car rentals, etc..)
• Assist in planning events such as department meetings, team building workshops, client events and dinners.
• Organize and order meals for various office meetings and assist the EA in follow-up when it comes to time sensitive events and invoice payments
• Submit expenses on behalf of directors (collect receipts, complete and submit expense forms)
• Assist in obtaining vacation approvals, follow-up when necessary
• Sit in on departmental meetings and record meeting minutes and actions items
• Calendar & vacation management for director level employees within the team
• Assist Directors in completing various documents and obtaining approvals in a timely manner
• Report pulling as needed/requested (i.e. Salesforce, PurelyHR, etc)
• Collecting approvals and submitting IT or uniform requests on behalf of the team (i.e. requests for hardware, software, access requests, etc…)
• Completion of project start up documents, project folder set up, initial population or estimation info., and update master project log
• Assist with project close outs (hand over all documentation to the customer at project completion, digitally and hardcopy)
• General office duties as assigned

Qualifications

• Minimum 2 years admin support experience supporting multiple managers
• Effective time management skills and the ability to work independently and under tight deadlines as appropriate, with strong organizational skills and the ability to multi-task
• Resourceful personality
• Excellent communication skills, both verbal and written
• Advanced knowledge of Microsoft 365 and all tools; other software skills are an asset
• Industry knowledge of Electrical, Mechanical or Technical construction is an asset
• Background in Salesforce an asset