Office Administrative Assistant

Do you thrive in a fast-paced environment? Are you looking to join a growing team with opportunities to advance your career? If your answer is yes, Community Fire Prevention Ltd (an Onyx-Fire Family Company)., is the place for you!

WHO ARE WE?

Onyx-Fire is a proud Canadian based business, operating across the provinces of Eastern & Western Canada. Onyx-Fire has provided 34 years of fire prevention services to a diverse range of valued clients. Our Western Canada division is rapidly expanding with the assembly of some of the best fire protection talent in BC (Community Fire Prevention, Pacific Coast Fire, and Vanco Fire Protection).

Community Fire Prevention Ltd (an Onyx-Fire Family Company) is a modern company with old-fashioned values. We pride ourselves on being (and remaining) a trusted leader within the local Fire Prevention industry. In addition to maintaining safe communities, our teams core focus is to provide 'next-level' service through innovative solutions and meaningful connections. To achieve this, we rely heavily on our core values:

People First, Wow Every Customer, Everything is Possible and Own it!

Interested in learning more about our team? Check out our Instagram page!

THE OPPORTUNITY:

We are currently looking for an additional Key Accounts Administrator to join our growing team! Reporting to the KPI & Compliance Manager you will provide administrative support to our Key Accounts Team by completing a variety of administrative tasks.

PROVINCIAL GENERAL ADMINISTRATOR

Role Purpose

The Provincial General Administrator provides flexible administrative support across the Provincial Key Accounts portfolio while maintaining primary responsibility for hotel coordination and technician clearance/compliance requirements.

The role provides additional capacity across Operations and supports special projects and priority initiatives.

Core Responsibilities

Hotel Coordination

· Coordinate hotel accommodations required for Provincial Key Accounts field work.

· Ensure bookings align with scheduled work and technician assignments.

· Manage changes and cancellations as schedules change.

· Maintain booking confirmations and required documentation.

Clearance & Compliance Management

· Maintain technician clearance and compliance requirements for Provincial Key Accounts.

· Track outstanding requirements and expirations.

· Coordinate required documentation with technicians and applicable internal departments.

· Identify clearance or compliance issues that could prevent scheduled work from proceeding.

· Escalate risks before they impact scheduled work or client KPIs.

General Administrative Support

Provide additional support across Operations as required, including assistance to:

· Billing & Invoicing Administration.

· Work Order Management.

· Scheduling & Work Order Generation.

· Reports & Estimating.

Support may be provided during:

· Increased workload.

· Employee absences.

· Backlogs.

· Month-end requirements.

· Client-specific initiatives.

Workload and priorities will be coordinated through the KPI & Compliance Manager.

Special Projects

· Support special projects and temporary initiatives.

· Assist with data cleanup and backlog reduction.

· Support account transitions.

· Support process improvement initiatives.

· Complete other assigned Key Accounts administrative tasks as required.