CIMCO - Administrative Assistant - Montreal Branch

CIMCO Employment Opportunities

Subscribe to RSS Feed
Printer friendly interface

Administrative Assistant - Montreal Branch

Position ID:
Job Title:
Administrative Assistant - Montreal Branch
Job Type:
City, Province, Country:
Montreal, Quebec, Canada
Job Category:
Administration / Clerical
Open Positions:
Posting Date:
April 6, 2021
Closing Date:
May 31, 2021

The role has the main responsibility to support the engineering / construction department staff in their administrative duties in order to increase the departmental efficiency.

The functions will be oriented in supporting the Engineering & Construction manager, the project engineers and the project managers.

Role Responsibilities

• Assist in maintaining and organizing work.
• Enter data weekly in SAP pertaining to employee wages.
• Perform monthly billing of the projects in progress as requested by the Construction Manager &/or Superintendent.
• Open and create project binder for all new contracts secured.
• Perform property research through Groupe Echo in the beginning of a new project and write the denunciation letter to be signed by the Construction Manager.
• Organise, file and manage the documentation pertaining to the projects.
• Write the standard contractual agreement with our subcontractors when required and follow up to make sure we get them back properly filled and signed. (ACC-1 and Annex B).
• Manage partial and full waivers requests from Cimco sub-contractors.
• Prepare Cimco’s waivers as requested, get them signed by the internal authorized personnel and send them to the general contractors in order to get our payments.
• Proceed with requests for letters of compliance provided by C.S.S.T. and C.C.Q. when needed.
• Prepare the shop drawing packages under the engineers’ instructions and submit them to external consultants or general contractors for approval.
• Gather the information to assemble the instruction and operation manuals before the commissioning of the new systems and give them to the Construction superintendent.
• Ensure the procurement of adequate office supplies.
• Process internal requisitions of needed equipment and materials.
• Create the purchase orders and proceed with purchasing needed on projects as requested by the construction staff.
• Process purchase order adjustments and the receiving of materials (MIGO) in collaboration with our account payable.
• Take calls from our field staff to order additional materials as needed.
• Communicate with suppliers to ensure accurate pricing, delivery information and advice the project managers.
• Maintain current management tools.
• Process the administrative closing of projects with the Construction superintendent.
• Organise and maintain filing system of project information, including security program.
• Participate in the construction and engineering department meetings as needed.
• Perform any other project related tasks in line with coordination and management.
• Occasionally replace (as a back-up) at the front desk and take incoming calls. This task must be coordinated with the immediate supervisor.
• Perform additional support for correspondence and internal memos to employees.

Required Professional Knowledge, Skills & Qualifications

• Have a degree in office automation, administration or equivalent.
• Have 3 to 5 years of experience as an administrative assistant.
• Proficiency with common office software and SAP.
• Good communication verbal and written English.
• Be adaptable, diligent and autonomous.
• Have a good capacity for work, analysis and synthesis.
• Be able to work in a team.
• Able to manage time and priorities.
• Being able to create and maintain harmonious interpersonal relationships.
• Have a sense of responsibility, good judgment and initiative.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.

Company Profile

CIMCO specializes in the engineering, design, manufacture, installation and service of complex thermal building solutions for industrial, process cooling and recreational refrigeration and mechanical systems. For more than 100 years, CIMCO’s leadership and unparalleled research, development and manufacturing programs has put us at the forefront of industry advancements and technological breakthroughs. Our professional engineers, technicians and designers apply innovative state-of-the-art equipment and refrigerants to develop systems that meet even the most complex thermal challenges.

We offer our employees excellent compensation, medical and dental benefit programs, retirement savings options, career development opportunities, mentoring and continuing education.

CIMCO Refrigeration is an equal opportunity employer who recognizes and values diversity. Upon request, CIMCO Refrigeration will accommodate any applicant with disabilities throughout the recruiting processes, including any required applications, interviews and/or assessments.