IT Administrative Assistant

Helical Pile Solutions is a deep foundations contractor with over 30 years of experience in the industry, recently acquired by Java Holdings Ltd. (“Java”). Java staff have over 50 years of experience building some of Canada’s largest electrical infrastructure projects.

As part of our IT Administration Team, you will work side by side with our Administrative Support staff to assist providing crucial support to the IT Service Operations Team, IT Infrastructure Team, IT Security Team and IT Senior Management.

Requirements

Key Accountabilities:

• Manage and schedule the IT department's meetings and coordinate appointments.
• Handle incoming emails, service tickets and invoice inquiries, directing or assigning them to the appropriate team members.
• Assist in drafting and proofreading internal and external communications.

• Maintain an organized and accessible filing system for IT documentation, including policies, procedures, and project documentation.
• Track and update hardware and software inventory regularly.
• Prepare and distribute reports on IT metrics and key performance indicators.

• Plan and organize departmental meetings, ensuring all necessary resources are available.
• Record and distribute accurate meeting minutes, action items, and follow-up tasks.
• Coordinate virtual meetings, webinars, and teleconferences.

• Manage the procurement of IT hardware and software, collaborating with vendors to obtain quotes and assist with negotiating contracts.
• Create purchase requisitions, process purchase orders, and ensure timely delivery of IT equipment.
• Maintain up-to-date records of all procurement activities, including tracking deliveries and managing vendor agreements.
• Obtain timely approvals of invoices ensuring on-time payments to our vendors

• Track IT department expenses, prepare reports, and monitor budget utilization.
• Collaborate with finance to reconcile invoices and ensure accurate financial reporting.
• Assist in the development and maintenance of the IT budget.

• Maintain and manage inventory of IT equipment for multiple locations, including computers, peripherals, and accessories.
• Ensure the timely ordering of equipment to ensure stock levels are maintained.

Desired Qualifications:

• 1-2 years experience in administrative support roles preferred
• Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant office software, including Teams and OneDrive.
• Excellent written and verbal communication skills.
• Basic understanding of IT concepts and terminology.
• Attention to detail and high accuracy in data entry and record-keeping.
• Ability to maintain confidentiality and handle sensitive information.
• A proactive and self-motivated attitude, with the ability to work both independently and collaboratively.

Other Position Requirements:

• Valid driver’s license and potential use of a personal vehicle for travel.
• Ability to sit for extended periods of time and use a computer.
• Continual building of skills with training and certification.

• Extended Healthcare Plan (Medical, Disability, Dental & Vision)
• Group RRSP
• Group Life - AD&D - Critical Illness Insurance
• Training & Development
• Employee Assistance Program - Counseling