Office Administrator

Join Our Team as an Office Administrator at our Dartmouth, NS

Join the Pennecon Hydraulic Systems team, where five decades of expertise have built an unmatched reputation for quality and reliability. Our talented team of hydraulics specialists offers a comprehensive range of services, from distribution to maintenance, pre-commissioning, and rentals. With client satisfaction as our top priority, we are dedicated to delivering solutions that exceed expectations. If you're passionate about hydraulics and looking to be part of an industry leader, we want to hear from you!

Why You'll Love Working Here:

• Competitive Compensation: We believe in paying for top talent. You'll receive a competitive salary.

• Work-Life Balance: We get it—life happens outside of work. That’s why we offer flexible hours, remote work options.
• Continuous Learning: We're committed to your career development with mentorship programs, personalized training, certifications, and leadership opportunities.
• Health & Wellness Benefits: Your well-being matters to us. We offer comprehensive health, dental, and vision insurance, mental health support with our Employee Family Assistance Program (EFAP).
• Inclusive & Supportive Culture: Diversity and inclusion are at the core of our values. Join a team that celebrates differences and fosters a collaborative, innovative work environment.

What You’ll Do:

As an Office Administrator, your day-to-day duties will involve:

• Provide general administrative support to the Operations Team, including preparing job bids / submission, scheduling meeting, and arranging travel;
• Assisting Document Control and issuance of documentation to both vendors and customers; 
• Maintain an up-to-date, complete and systematic filing system to support operations;
• Support the PHS Operations team, including filing, travel arrangements, formatting reports, etc.;
• Assist the PHS Managers/Leads to ensure Field Service Reports are accurate, purchase orders are in place, etc. to ensure timely invoicing of service-related projects;
• Assist the PHS Shipper/Receiver as needed to ensure timely and accurate inventory management, while acting as the primary backup to this role;
• Oversee the administration of the Intelex Quote Log with the objective of maintaining the quality and relevancy of data contained within the tool;
• Ensure that Intelex can produce accurate backlog and pipeline reports as needed to support operational reporting requirements;
• Assist in the development of Job Quotes and preparation of proposals and tender responses; 
• Develop various operational reports as requested by the Operations Team, including Pipeline and Backlog reports;
• Following notification of a successful quote, set up Job in Intelex and Maestro to raise work orders within Maestro and ensuring communication within the team; 
• Ensure all jobs folders are set-up in a consistent fashion, while guiding team members on their appropriate use.  As necessary, design a new encompassing job folder structure that facilitates the capture and retention of all quoting information, field reports, time reports, and invoicing;
• Monitor the phone system for PHS, filling the capacity of receptionist.
• Procurement including purchasing process, managing purchase orders, and overseeing the timely delivery of goods or services as first Backup for site Purchaser.
• Overlook the weekly payroll department for PHS-NS
• Invoicing the sales orders for everyday selling parts.
• Posting the freight invoices for PHS-NS
• Fleet Maintenance and overlooking the company vehicles for services and inspections
• Coordinating the building site inspections for HSE purposes
• Overlook office quarterly HSE and compliance meetups with management and technicians.
• Coordinate with Service Manager to schedule  required technical and HSE training for technicians.
• Overlook, schedule and plan office social events.
• Various other administrative duties.

You’ll collaborate closely with the financial, procurement, and operational teams and report directly to the Operations Manager.

What We're Looking For:

We’re excited to meet candidates who have:

• 3-5 years proven experience in an office administration capacity with experience working in a technical or specialty services office environment.
• Post-secondary education in business/office administration or an equivalency of education and work experience.
• Very proficient in Microsoft Office suite;
• Self-starter who identifies opportunities to contribute to the organization;
• Embraces new business processes and technologies, seeing the value they have in efficient business operations;
• Proactively seeks out ways to use systems and programs to help save time, stay organized and manage clients and operations;
• Displaying a willingness to go above and beyond to ensure a job well done;
• Well-organized individual who has attention to detail, and embraces the value of planning as a key enabler of timely execution of work;
• Demonstrated ability in managing multiple job responsibilities, prioritizing and ensuring work is completed in a timely manner;
• Always strives to maintain a professional company image;
• Strong interpersonal and communication skills to effectively interact with a variety of personnel; and
• Ability to accept significant responsibility, while working under varying degrees of direction.

Our Commitment:

At Pennecon, we’re committed to:

• Our People: We’ll provide opportunities for you to advance your career and support your development through continuous learning.
• Our Community: We are committed to supporting our communities through charitable donations, sponsorships, and employee volunteerism, with a focus on mental health, education, and making a positive impact where we live and work.
• Health, Safety, Environment, and Quality: We are committed to safety excellence by promoting a zero-incident policy, holding every employee accountable for minimizing risks, and continuously improving our health, safety, and environmental practices through active participation and best practices.
• Indigenous Participation: We are committed to fostering strong partnerships with Indigenous communities by promoting equitable employment, supporting sustainable economic prosperity, and building positive relationships through meaningful consultation, business development, and leadership.

Ready to Apply?

If you're ready to join a company that puts you first and offers exciting challenges, we’d love to hear from you! Visit our website www.pennecon.com for more information or to submit your resume and cover letter.

About Pennecon:

Pennecon is a leading provider of integrated solutions throughout the Heavy Civil, Industrial, Services & Maintenance, and Marine Industries. From breaking new ground to commissioning and ongoing site maintenance, we deliver the best solutions, service and quality at every stage of the project. Powered by an energetic team all across Canada, we are united by our passion and determination to deliver results on the most complex jobs and challenging environments.