_{17th December, 2025}

Company Overview
Based in Okotoks, BERC Mechanical Ltd. is committed to delivering the highest standards of quality and service in everything we do. With extensive expertise in industrial heating and air conditioning systems, as well as the installation and servicing of refrigeration systems in commercial settings, we are a leader in the mechanical contracting field. BERC Mechanical provides high-quality products and superior customer service at competitive costs while building lasting relationships with our clients and employees.
 
Position Overview
The Administrative Assistant is vital to the operational efficiency and office functionality at BERC Mechanical Ltd. This position reports directly to the General Manager and is responsible for a range of administrative tasks that ensure smooth coordination within the team and across departments. By supporting managerial and team operations, the Administrative Assistant significantly contributes to the company's mission of delivering outstanding products and services.
 
Key Responsibilities

• Provide comprehensive administrative assistance to the General Manager and the team, including managing calendars, scheduling meetings, and coordinating appointments.
• Support day-to-day office operations while delivering friendly, responsive service through phone, email, and in-person interactions.
• Assist with office management functions, such as maintaining office supplies, coordinating service contracts, and supporting facility needs.
• Identify opportunities to improve administrative processes and systems as the role evolves, helping to create efficiencies across the office.
• Proactively update customers on the status of their service calls or upcoming appointments in a timely manner.
• Enter and allocate vendor invoices to work orders, QuickBooks, and construction job costing spreadsheet to support accurate job costing and financial reporting.
• Support accounts payable and accounts receivable processes, including coding and submitting invoices, preparing customer billings, tracking payments, and following up on outstanding balances.
• Assist with payroll processing by collecting and verifying time entries, reviewing hours for accuracy, and preparing payroll reports for submission to Payworks.
• Help monitor and reconcile credit card statements, petty cash, and expense submissions.
• Assist in preparing, proofreading, and managing documents, presentations, and reports, ensuring accuracy and professionalism in all materials.
• Ensure all safety documentation is managed accurately, including Toolbox Meeting records, hazard assessments, and inspection reports, with paperwork completed, filed, and stored properly in a timely manner.
• Maintain and manage accurate data across project management systems, accounting software, and spreadsheets to support reporting and operational decision-making.
• Maintain organized records, databases, and filing systems, ensuring accessibility and accuracy of information.
• Oversee day-to-day office activities to support efficient operations and alignment with company policies, including managing office supplies and equipment, coordinating service contracts, and supporting facility needs.
• Support company events, meetings, and conferences with logistical arrangements and onsite assistance to ensure successful execution.
• Facilitate communication and administrative support between departments to ensure seamless information flow and query resolution.
• Uphold a professional work environment by building strong, respectful relationships with staff, customers, and the community.
• Provide backup for the General Manager and support with other duties as needed.

 
Qualifications

• High school diploma or equivalent; a diploma or certificate in Office Administration or Business Administration is an asset.
• 2+ years of experience in an administrative role, preferably within the construction or mechanical services sector.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Accounting and payroll software experience would be an asset.
• Experience supporting accounts payable, accounts receivable, payroll processing, or job costing in a small office environment is an asset.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills with a focus on delivering strong customer service.
• Attention to detail and a high level of accuracy in data entry and document preparation.
• Familiarity with project documentation, purchase orders, and work orders is an asset.
• Proactive and self-motivated, consistently going above and beyond expectations.
• Comfortable taking ownership of tasks, identifying inefficiencies, and suggesting process improvements.
• Professional demeanor and ability to maintain confidentiality.

 
Working Conditions
The position is based in a standard office environment with access to computers, phones, and typical office equipment. The role primarily involves sitting at a desk, with occasional standing, walking, and light physical tasks, such as lifting supplies up to 20 pounds.
 
This job description details the essential responsibilities and qualifications for the Administrative Assistant. Modifications may be implemented to fit the specific needs of the organization.  

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