Administrative Coordinator

VIKING FIRE PROTECTION INC; Moncton; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading company in fire protection is seeking an Administrative Coordinator to manage internal processes. Responsibilities include handling correspondence, scheduling, project documentation, and financial tracking. The role requires strong organizational skills and relevant experience.

Benefits

Signing bonus eligibility

Competitive salary

3 weeks of vacation

Comprehensive Group Insurance Plan

Group RRSP with employer contributions

Supplemental training

Years of service Recognition Program

Qualifications

• Minimum of 2 years of relevant experience in a similar position.
• Basic knowledge in accounting.
• Experience in the construction field (an asset).

Responsibilities

• Receive, filter, and assign calls, mail, and email correspondence.
• Prepare and issue invoices, purchase orders, and match packing slips.
• Evaluate project completion and financial performance.

Skills

Fluent in English

Strong computer skills

Team oriented

Resourceful

Good work organization

Job description

As part of our ongoing growth, we’re building a new team and looking for an Administrative Coordinator to look after all administrative internal processes of the office. Among other things, your responsibilities will be to :

• Receive, filter, and assign calls, mail, and email correspondence;
• Assign service calls to technicians and provide them with administrative support, and schedule customer visits;
• Open projects in our internal software;
• Prepare all documentation required for the realization of the project and monitor project progress;
• Follow up on purchase orders, payments, and coordinate service and inspection contracts;
• Order material for technicians, track material reception, and manage office supplies;
• Prepare technician schedules, coordinate repair projects, and set up service agreements;
• Prepare and issue invoices, purchase orders, and match packing slips;
• Oversee timesheets and ensure timely processing of reports and monthly invoices;
• Provide updates on project status and assist with deficiency quote follow-ups and part-only sales processing;
• Evaluate project completion and financial performance.

QUALIFICATIONS

• Minimum of 2 years of relevant experience in a similar position;
• Basic knowledge in accounting;
• Fluent in spoken and written English (essential);
• Strong computer skills and very good knowledge of Windows software;
• Team oriented;
• Be resourceful and have a good work organization;
• Experience in the construction field (an asset).

WHY JOIN US ?

• Viking values, respects, and supports the interests of its employees from all walks of life. We will consider all qualified candidates.
• Candidates who meet all the required qualifications could be eligible for a signing bonus. Details will be provided during the interview process.
• Competitive salary based on competencies and experience.
• 3 weeks of vacation from May 1st following 1 year of service, 12 paid Statutory Holidays and 5 paid personal days per year.
• Comprehensive Group Insurance Plan upon hiring, including the virtual care platform Dialogue for a quick access to healthcare services in many Canadian provinces.
• Group RRSP with employer contributions (4%) following 3 months of continuous service.
• Supplemental training according to employee, market or company needs.
• Years of service Recognition Program.

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Industry Standards & Affiliation

Viking systems are designed and installed exclusively according to NFPA standards . Our team uses products that are recognized by ULC and FM Approved standards. Viking Fire Protection also meets pre-qualification requirements by several recognized organizations