ABOUT US:

Established in 1934 as a small plumbing and heating company, E.S. Fox Limited today is recognized as a pre-eminent Canadian multi-trade Industrial, Commercial, Institutional and Nuclear constructor and fabricator. E.S. Fox Limited works in the industries of oil and gas, petrochemical, mining, pulp and paper, steel, automotive, pharmaceutical, casinos, hotels, hospitals, schools, and themed entertainment.

The company is headquartered in Niagara Falls, Ontario, and maintains full-service regional offices in Hamilton, Toronto, Port Robinson, Oshawa, Tiverton, Kingston, Sudbury, and Thunder Bay.

With a strong commitment to health, safety, and the protection of the environment, E.S. Fox Limited has earned a reputation as a people-first, environmentally conscious, socially responsible constructor.

The Niagara Falls Structural Steel Division is looking for a motivated, team-oriented and professional Administrative Assistant to join our Structural Steel team.

SUMMARY OF ROLE:

This role will assist Project Managers, Estimators, Construction Manager, Division Manager and the Area Manager with all aspects of construction from sales, estimating and tendering to managing the day-to-day activities of all aspects of construction including all the paperwork and responsibilities to effectively manage multiple projects at the same time. Responsible for coordinating and performing the clerical and administrative functions for the Structural Steel and Bridge Division.

KEY RESPONSIBILITIES:

Administrative

• Performs typing duties, as required
• Coordinates collection and preparation of project-related records and reports
• Performs photocopying duties of important documentation and files appropriately
• Organizes and posts data into record books
• Records and files various documentation
• Provides and receives information to and from customers, suppliers, and project managers
• Operates office equipment such as computers, photocopiers and plotters
• Arranges, participates in, and organizes conferences and meetings, as required
• Books meetings
• Performs filing and prepares memos, emails and letters, as directed
• Uses various software applications to assemble, manipulate and/or format data and/or reports
• Administers operating practices such as record keeping systems, forms, document control and payroll
• Performs variety of clerical duties using a variety of different systems or procedures
• Gives information to and receives information from customers, suppliers, project managers, etc.
• Performs duties with a high degree of accuracy, responsiveness and thoroughness
• Organization and timeliness of task completion is critical
• Ensures responsibilities and accountabilities are carried out in a safe manner in accordance with E.S. Fox Limited Environmental Health and Safety Management System and OHSA requirements
• Ensures that environmental aspects within their sphere of responsibility are adhered to pursuant to ISO 14001 requirements

Sales

• Regularly monitors government and private web sites to review potential tendering opportunities
• Present findings to the project team to select appropriate projects
• Communicates with Owners, General Contractors, Fabricators, Engineers verbally and electronically (email) to learn of up and coming work
• Maintains manual and computer logs of contacts and future opportunities for follow-up
• Prepares pre-qualifications for potential new work

Estimating

• Obtains tender documents via courier, downloading or email
• Responsible for organizing bid packages and communicating with General Contractors, subcontractors and our estimators to ensure all bids are properly submitted
• Briefly reviews bid packages to sort/summarize pertinent documents and determine resources required to complete the request for quotation
• Coordinates tender proposal requirements, including the review of terms and conditions, bonding and insurance requirements, tender breakdown requirements and preliminary schedules
• Distributes tender documents to potential suppliers and sub-trades
• Prepares detailed Request for Quotations for applicable trades and subcontractors for their use in preparing supporting quotations
• Monitors issuance of addenda
• Assists with preparing estimates and pricing
• May be required to drive and deliver bids to General Contractors / Owner, when required
• Maintains proper document control
• Maintains the bid list
• Posts tender activities, including follow up and project initiation activities

Project Coordination

• Provides and maintains the required documentation for site use with current revision levels

Quality

• Coordinates and administers various Quality Assurance (QA) functions, as required

EDUCATION REQUIREMENTS:

• Completion of a secondary school diploma
• Degree/diploma in Business Administration is an asset

SPECIFIC EXPERIENCE AND SKILLS:

• Proficiency in the use of Microsoft Office (Word, Excel, Outlook) and Adobe programs
• Strong written and verbal skills
• Works well under pressure in a fast-paced, deadline-driven environment and can prioritize work with a sense of urgency

PERSONAL ATTRIBUTES:

• Punctual
• Excellent organizational skills
• Result-oriented
• Personable and pleasant
• Reliable
• Exceptional interpersonal skills and presence
• Team player
• Valid driver's license

E.S. Fox Limited is an equal opportunity employer committed to providing an inclusive workplace. We will accommodate applicants with disabilities throughout the recruitment and selection process. Please advise Human Resources to ensure your accessibility needs are accommodated throughout this process.