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Admin Assistant / Procurement Coordinator
September 25, 2023
Xentric Engineering is a multi-disciplinary engineering consulting firm, specializing in utility interconnections, transmission lines, high-voltage electrical substations, and distribution systems for generating facilities, large industrial operations, and utilities.
JOB TITLE: Admin Assistant
JOB NUMBER: 2023A2-001
LOCATION: Canmore Alberta, Canada
DESCRIPTION:
We are currently seeking a candidate to fill the role of Administration Assistant/Procurement Coordinator at our Canmore office. This position entails a combination of general office administration tasks and procurement responsibilities for client projects. We are looking for a self-motivated individual with a keen eye for detail and strong organizational and communication skills. While formal procurement training is a plus, it is not a strict prerequisite.
The job position will include, but not be limited to, the following:
Assist with material and contractor procurement for clients, including but not limited to:
- Working with the Senior Engineers to finalize Detailed Specifications.
- Drafting and issuing Requests for Quote (RFQs) or Requests for Proposal (RFPs).
- Receiving proposals and quotes, issuing these to Senior Engineers and Clients.
- Completing commercial bid spreads for Senior Engineers and Clients.
- Awarding contracts; drafting and issuing Purchase Orders (POs).
- Receiving and processing invoices.
- Maintaining procurement portals for Clients.
- Managing sign-off of client’s Ts and Cs with Vendors and Contractors.
- Coordinating material deliveries with site construction supervisors.
- Ensuring material arrives on-schedule per purchase order terms.
In addition:
- Tracking project spending and preparing monthly forecasts.
- Coordinate with Engineers to development project drawing lists.
- Perform various administrative tasks ranging from small and straightforward to large and complex.
- Prepare reports, background documentation, and research – using intermediate to advanced skills in Word, Excel and PowerPoint.
- Resolve administrative issues and inquiries as they develop.
- Receive incoming mail; review, evaluate, and advise staff of priority items.
- Present a positive and professional image when dealing with all clients, visitors, and suppliers.
- Administrative support for engineering teams and projects (data entry, scanning, setting up projects, minute and note taking, drafting & issuing correspondences).
- Organizing, scanning, filing, and archiving project files and records.
- Drafting sensitive and confidential correspondence.
- Assisting with job descriptions, offers of employment, onboarding of new employees.
- Booking and arranging both in-office and off-site meeting rooms and/or catering at staff events.
- Work as a part of the Administrative Team.
ABOUT US:
Xentric is a young and vibrant employee-owned company, managed by senior engineers and business professionals with over 70 years combined experience in the engineering design and consulting industry. Our mission is to provide outstanding engineering services with second-to-none quality and customer support. We aim to exceed customer’s expectations with our professional approach and to ensure a successful project by anticipating our client’s needs. Our work reflects our commitment to professional integrity and long-term client relationships.
Our main office is located in Canmore, Alberta, however, we have personnel working remotely in Calgary Alberta and BC’s Lower Mainland. We will be opening a Langley branch office sometime in the next six months. Xentric offers a competitive benefits and compensation package, with a goal for long term employment and career development.
CANDIDATE:
The ideal candidate would have the following:
- Degree, diploma, or certificate in Supply Chain Management and / or 2-years of related experience.
- Superior organizational skills, with proven ability to meet deadlines.
- A self-starter with initiative and good problem-solving skills.
- Excellent written and oral communication skills.
- Knowledgeable and proficient with Microsoft Office (Word, Excel, Outlook) and MS Projects.
- Ability to organize and prioritize work.
- Capable of working in a fast-paced and ever-changing environment.
- Ability to work independently and as member of a team.
- Flexibility to adjust hours of work, when required to meet deadlines.
- Maintain a high-level of confidentiality.
- Keep an open mind when receiving constructive feedback and apply recommendations.
- Knowledge of general office procedures, including meeting and travel arrangements, preparing reports, and ordering office supplies.
- Strong attention to detail.
The successful candidate will be supplied with a computer workstation, complete with the appropriate software and applications necessary to do the job. This position would be for an immediate start.
FORMAT:
This position is full-time, though the number of working hours each week is flexible, with the average work week 35 to 40 hours. This role is an in-office position in our Canmore office. Reliable commute or plan to relocate to Canmore once established will be required.
REQUIREMENTS:
This position requires that the successful candidate is legally permitted to work in Canada.
BENEFITS:
- Casual dress
- Company events
- Dental care
- Extended health care
- Flexible schedule
- On-site parking
- Paid time off
- Work from home
- Schedule: Monday to Friday
APPLYING:
We thank all of those who are interested and are applying, to send a cover letter (required), writing sample and resume to careers@xentric.ca, kindly reference the job number in the subject line. This position requires submission of a writing sample that demonstrates your ability to generate a written report; a recent paper or essay from course work or job assignment will suffice. Please note, only short-listed candidates will be contacted for further information and / or interview.
