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Adminsitrative Assistant
Black & McDonald Limited - Richmond, Ontario
Job Description

Position Summary

The Northern Ontario Region is seeking an Administrator in the Facilities Management & Operations (FMO) Division,  who will be responsible to assist in maintaining a productive and efficient facility maintenance operation. This will be accomplished through the performance of general routine administrative office duties within standard company procedures and specific instructions.                                                                                                    

Duties & Responsibilities

  • Maintain and operate JDE as directed; manage work orders, create and maintain equipment history database, manage inventory tracking module, purchasing module, etc.
  • Assist in the creation, management, and receipt of Purchase Orders through JDE
  • Receive and validate vendor invoices, assist with accounts payable
  • Create and post monthly billings for all FMO sites, assist with account receivable
  • Post and validate all labour hours (time entry) by on-site trades to JDE for weekly payroll
  • Assist in running and preparation of JDE site reports
  • Manage on-site routine filing system of subcontract data and maintenance records associated with JDE
  • Respond to interdepartmental inquiries that require brief and non-technical information
  • Follow established procedures for call on-site routing and message taking
  • Operate office equipment including computer, facsimile and copy machine
  • Proofread work for errors and make appropriate corrections as needed
  • Creation of documentation such as client reports, presentations and proposals
  • Work with the Quality Management Plan for quality control. Our plan impacts mainly three areas of work; maintenance and repair, including subcontractor management, utility management and additional work requests.
  • Field inspections and surveying
  • Incident and non-conformance management including deficiency identification, reporting and rectification validation.
  • Organization and reporting of client satisfaction
  • Implementation of measures to prevent further deficiencies of the same nature
  • Perform other duties as required
Desired Skills & Experience


  • Vaild Secret Level II Clearance is Required.
  • Post-secondary education in a related field such as Office Administration
  • Several years' experience in the construction/facility management industry
  • Proficiency in the use of Microsoft Office applications (Word, PowerPoint, Excel, Outlook etc.)
  • Mathematical ability and attention to detail when entering data, typing, filing and proofreading
  • Excellent verbal and written communication skills and the ability to maintain a professional demeanor at all times with fellow employees, clients, service providers and suppliers
  • A team player, committed to working in a quality environment
  • Excellent phone etiquette
Company Description
In 1921, William J. McDonald and William R. Black formed Black & McDonald Limited, a partnership to engage in residential wiring. Throughout the years, Black & McDonald has remained a family-owned business with an uncompromising commitment to the founder's principles of delivery as promised and fairness to all. The company has followed a planned course of diversification and expansion, combining growth and financial stability with ongoing investment in our people, and a willingness to pioneer new business opportunities and directions. Black & McDonald is an integrated, multi-trade contractor providing electrical, mechanical, utility and maintenance services to government, industrial, commercial and institutional markets. Currently, Black & McDonald operates across Canada, US and Bermuda. ​The company has over 5,500 employees working out of a network of more than 26 offices.

Black & McDonald approaches accessibility from an inclusive perspective, and will provide reasonable accommodation upon request throughout the recruitment and selection process.

Additional Information
Job Type: Full Time
Job Experience: Entry-level Professional
Job ID: 201741738