Administrative Assistant ( 18months contract with possible extension)

Firstonsite Restoration; Charlottetown; On-site; CAD 40,000 - 55,000; Full time

Job summary

A restoration and environmental services company in Charlottetown is seeking an Administrative Assistant to manage project files and documentation. The ideal candidate is detail-oriented, skilled in various software, and able to thrive in a fast-paced environment. Responsibilities include collaborating with project teams, monitoring progress, and ensuring accurate billing. Strong communication skills and English proficiency are essential.

Responsibilities

• Collaborate with Project Managers and Construction Managers on projects.
• Monitor project progress and compliance with standards.
• Ensure accurate completion of documentation and tasks.
• Analyze project performance metrics.
• Manage weekly invoicing goals.
• Adapt quickly to a dynamic environment.

Skills

Intermediate computer skills

Typing speed of at least 50 words per minute

Basic math and administrative accounting skills

Strong organizational and time management abilities

Excellent verbal and written communication skills

Attention to detail

English proficiency

Tools

ClaimTrak

Microsoft Word

Microsoft Excel

Outlook

Xactimate

XactAnalysis

Job description

Administrative Assistant

As an Administrative Assistant, you are a true organization expert! You handle multiple project files simultaneously-from initiation to payment-and are responsible for the quality, accuracy, and completeness of each file while ensuring all deadlines are met.

Following our standard operating procedures, you perform data entry, track progress, and keep records updated. If any documentation or filing issues arise, you promptly report them to the File Management Lead and help develop a corrective action plan.

Your Day-to-Day Responsibilities:

• Collaborate closely with Project Managers (PMs) and Construction Managers (CMs) on high-priority projects or those approaching deadlines to ensure everything stays on track.

• Monitor project progress to ensure compliance with internal standards and client KPIs.

• Follow up with PMs, CMs, and other stakeholders to confirm that all documentation and administrative tasks are completed accurately and on time.

• Analyze project performance, including job cost, profitability, invoice accuracy, and client standards compliance.

• Ensure all billing is completed to meet weekly invoicing goals.

• Thrive in a fast-paced, dynamic office environment where no two days are the same!

Qualifications:

• Intermediate computer skills, including experience with ClaimTrak, Microsoft Word, Excel, Outlook, Xactimate, and XactAnalysis

• Ability to type at least 50 words per minute

• Basic math and administrative accounting skills

• Strong organizational and time management abilities

• Excellent verbal and written communication skills

• Keen attention to detail with excellent documentation and record-keeping abilities

• English proficiency is required

Are You a Good Fit?

Are you able to prioritize tasks and manage your time effectively in a fast-paced environment? Are you a strong communicator and detail-oriented team player? If so, you could be the perfect fit for this role!

Ready to Join Our Office Team?

If you think this Administrative Assistant role is right for you, we invite you to complete our quick, mobile-friendly 3-minute application. We look forward to meeting you!

We appreciate all applications, but only those selected for an interview will be contacted.