Administrative Assistant - Urgent Position

We are searching for a hardworking Administrative Assistant to join our exceptional team at Paladin Technologies in Vancouver, BC.
Growing your career as a Full Time Administrative Assistant is a great opportunity to develop useful skills.
If you are strong in planning, problem-solving and have the right mindset for the job, then apply for the position of Administrative Assistant at Paladin Technologies today!

The Administrative Assistant will maintain records and oversee document control, support project management and pursuit team in document organisation, manage communication, coordinate, and execute the project plan. Participate in the delivery of all activities and manage resources for efficiency and project profitability. The primary objective of this role is to support the Project Manager in delivering high-quality project results as efficiently as possible.

Ideal candidates must be a self-starter, capable of working well both independently and in teams. The Office Administrator should be detail-oriented and comfortable communicating all issues clearly to the Project Manager. Experience in software programs such as MS Word, MS Excel, Sharepoint, Teams and Bluebeam is a big plus. Preference will be given to those with experience in the construction industry.

Though based in Vancouver working out of our East Georgia office, some travel throughout the Lower Mainland may be required from time to time.

RESPONSIBILITIES:

• Collect, scan and upload documents following set procedures
• Ensure all technical documents, such as reports, drawings, and blueprints, are collected and registered in system
• Use set procedures for Document Management for everyday operations, maintenance and quality control
• Notify personnel of updated document versions and how to access them
• Print and distribute documents as necessary
• Work with documents and records across various departments, including human resources, marketing, and construction
• Work with the Project Management team to develop and manage schedules, resources plan, procurement, shop drawings, workplans, project commissioning, and risk mitigation strategies, while controlling costs and maximizing productivity through the implementation of best practices and standard processes
• Reviewing and entering data information into the appropriate databases and software applications
• Monitoring and updating existing data when required
• Effectively manage and maintain all written and verbal project communications
• Customizing Health & Safety plan to adhere to project standards
• Communication with vendors, subcontractors, and clients 
• Coordination of purchase orders, materials/equipment orders, RMAs, arrange shipping and following up on delivery timelines 
• Attending, running, and participating in weekly progress meetings 
• Attend site walks with construction team to determine conditions and requirements for preparation of workplans
• Prepare project close out packages including training material and operations/maintenance manuals.
• Preparing reports for owners or executives
• Perform other tasks as required

Success Factors - What Excellence Looks Like

• Planning & Problem Solving: Plan for every situation and resolve issues before they happen
• Accountability: Own each project and its outcome while following company standards
• Agility: Adjust and pivot to changes with ease
• Communication: Transmit information with consistency and clarity; adapt to different styles

QUALIFICATIONS:

• Previous project administration/management experience is required
• Experience in the construction industry coming from a general or Industrial contractor is preferred
• Previous experience collecting and managing technical documentation 
• Excellent written and verbal communication, as well as interpersonal skills
• Strong computer skills, with proficiency in Microsoft Office and project software
• Able to work independently, manage time effectively, and work with multiple deadlines
• High school diploma and/or Post-secondary education in document control would be considered an asset

Company Info:

Paladin Technologies has emerged as the largest complex systems integrator in Canada. As a leader in the design, deployment, optimization, management, and maintenance of IP-based Integrated Security, Audio-Visual and Data Networking systems, Paladin can meet the needs of clients on a national scale, while providing local support.

We are a multi-national company with a local feel that operates across Canada, the western US, and Texas. The experts that makeup Paladin’s teams stay at the forefront of the changing technology landscape through continued training, complex client projects, and company support. As Paladin continues to grow, we continue to provide our employees with exciting challenges and a rewarding career.

Visit our website and social media pages for more info:

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We thank you for your application however only those selected for an interview will be contacted.

Paladin Technologies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment is decided on the basis of qualifications, merit, and business need.

Benefits of working as a Administrative Assistant in Vancouver, BC:

● Company offers great benefits
● Opportunities to grow
● Advantageous package