Project Assistant
June 23, 2022

The Project Assistant is a role that supports the Project Manager(s) with administration, procurement, communication and coordination within JAE Automation and our customers.  Reporting to the Senior Project Manager, this position requires strong computer skills, communication skills, attention to details along with timely and efficient office administration skills. Working closely with the Project Manager(s) on assigned projects and tasks, this position provides support to the Senior Design Manager, Team Leads and other members of the company to provide updates on resource scheduling, project scheduling, generating reports, and assisting with project proposals.  This role requires the ability to work independently and proactively to support the Project Manager(s) to ensure projects run optimally.

This role is based out of the Kemptville, ON office. We are seeking candidates from the local area who can be at the office when required.

We are looking for the right candidate who is…

  • versatile and can manage multiple priorities
  • highly organized and is not afraid to ask questions
  • able to identify potential issues and demonstrate initiative
  • a good communicator and can present information clearly
  • independent but also can jump into a team environment quickly
  • very proficient with MS Office products and generating reports
  • detailed-oriented and computer-savvy

Responsibilities and Duties Include:

Project Support:

  • Supports the setup of customers and suppliers in computer systems
  • Assists with the setup of projects in computer systems in concert with the Project Manager and Accounting
  • Updates project schedules and work plans for new projects
  • Supports the Project Manager(s) by scheduling the review of documentation, instructions, drawings, or specifications to communicate design intent
  • Supports the Project Manager(s) by scheduling the review of project documents and final approval by the Automation Strategist(s), Design Manager(s) and/or Senior Design Manager prior to release to customer
  • Supports the Project Manager(s) by reviewing project Bill of Materials and on approved material creating requisitions to order with suppliers
  • Supports the Project Manager(s) by working with the Procurement Team to review the status of project material that has been ordered and updating project documents with the status of delivery
  • Support the Project Design Team by creating and issuing RFQ’s
  • Schedules meetings on behalf of Project Manager(s) with customers to capture feedback and requests and to provide project updates and/or reports that include budget and scope reviews
  • Records internal project management meeting minutes and tracks related follow up action items
  • Supports the Project Manager(s) to resolve issues quickly with customers and provide ongoing dialogue and clear communication
  • Supports JAE staff and contractors for onsite installation to ensure safety and project goals are being met by communicating immediate concerns to the Project Manager
  • Research new technologies, new processes and methodologies as assigned
  • Supports the Senior Project Manager in resource scheduling by providing updates and working with the Senior Design Manager, Design Manager(s) and Team Leads to ensure staff is being utilized and projects are meeting milestones
  • Assists with updates and reports to the Project Manager(s) to review resource planning, project scheduling, project financials and forecasting projects

Automation Strategy and Sales Support:

  • Support the review of strategy documents and final approval by the Automation Strategist(s) and/or President prior to release to customer
  • Provides technical support for sales requirements
  • Supports the Project Manager(s), Automation Strategist(s), Design Manager(s) and President and other staff members as required to provide information to prepare estimates and proposals as well

Accounting & Procurement Support:

  • Supports the accounting team with the submitting, review and approval of time and expense sheets
  • Supports the Office Administrator with procurement and inventory tracking
  • Support the accounting department in the busy seasons with accounts payable entries and documentation management

Other:

  • Adheres to all company policies and procedures as per the Employee Manual
  • Reviews and proofreads various forms of documentation as assigned
  • Provides in-office support to the Office Administrator, when required.

Due to the service-oriented nature of JAE Automation’s business activities, other duties may be assigned as required.

Language Requirement:

English Language – fluent written and verbal communications are required.

Other language skills are an asset.

Education Level:

  • Relevant college diploma, university degree or 3+ years of relevant work experience in office administration or business administration.

Experience Level:

  • Candidates should have 3+ years of relevant work experience including a focus in office administration.
  • Experience with accounts payable, time sheet review, procurement, inventory tracking, and document management systems is considered an asset.

Additional Information:

  • Travel may be required on occasion within Ontario and other parts of North America including entry into the USA
  • A valid Driver’s License and Canadian Passport or B1/B2 or ESTA work visa are required
  • This is a full-time position with a competitive base salary, bonus pay and benefits package
  • We welcome résumés from a variety of candidates.  Should you require accommodation during the interview process, please notify us when you are contacted.

Résumés can be sent to: careers@jaeautomation.com

Eric Martin C.E.T.

Eric Martin C.E.T.

Electronic Engineering Technologist, is owner and President of JAE Automation. For over 25 years, Eric’s passion has been about making things, and how to make them better. Since founding JAE Automation in 2000, along with leading his team, Eric has been engaged in automation design for the automotive, consumer goods, food and beverage sectors and many more.

 

Connect with me on LinkedIn

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