Your new bestie is David Tucker, Director of Finance & Administration. David is also our Managing Director, and is in our Head Office in Yellowknife, NT. Before he dreamed of a career in construction, David earned his B.Comm. and CA and CPA designations, and worked in an accounting practice in audit business recovery services. He later earned his electrical engineering degree and embarked on a project management career that later led him into senior leadership roles here at Ryfan. David is proud of the legacy of Ryfan and has a vibrant vision for its future.
Located in our head office in Yellowknife, NT, you collaborate with our Office Coordinator in Spruce Grove and together are the hub of the Ryfan team. You support our Managing Director in Yellowknife as well as a growing team of Project Managers, Project Coordinators, Project Administrators and Field Superintendents.
A LITTLE ABOUT YOUR TEAM
As Office Coordinator, you will be part of the Finance & Administration team which plays several critical support functions to the organization. First, it’s a given that this team accurately and efficiently oversees and manages the transactional details of day-to-day operations. This team then uses that data to provide timely historical reporting to our external stakeholders (such as our clients) and provides predictive data to internal stakeholders. But of course, they take it one step further by supporting the teams in utilizing that data to the most value-added purposes of each stakeholder and supporting the teams in pivoting as needed based on that intel and other inputs.
As the Office Coordinator your duties will vary day to day based on changing needs of the organization and Finance & Administration team. Generally, your role includes the following accountabilities and responsibilities:
Ryfan Brand Ambassador
- You are committed to finding ways to support your colleagues and help them excel, in Yellowknife, Spruce Grove and anywhere else we may deploy;
- Supporting a strong workplace culture and client relationships including by growing your professional network, and planning, coordinating and attending celebrations and events;
- Contribute to the achievement of the team’s goals by making recommendations and accomplishing tasks as needed;
- Answer and direct phone calls and in-person inquiries at our Yellowknife Reception desk;
- Identify and resolve administrative challenges and improve efficiency;
- Support employee transitions such as providing/collecting employment documentation for onboarding or temporary assignments, assignment of key fobs, phone and technology set-ups, and supporting the set-up or changes to office and workstation layout and assignment;
Clerical & Financial Support
- Handle sensitive information in a discrete and confidential manner;
- Prepare meeting agendas, attend meetings and record accurate and timely Minutes as needed. Support the team in accomplishing resulting action items;
- Organize and schedule meetings and appointments for office and field teams;
- Fulfill administrative tasks including filing, typing, copying, binding, scanning and so forth;
- Produce and distribute correspondence, memos, letters, faxes and forms as needed to support the team;
- Assist in the preparation of regularly scheduled reports;
- Develop and maintain a streamlined electronic and hard-copy filing system;
- Prepare, submit and reconcile non-project expense reports;
- Prepare presentations;
- Research issues and make recommendations based upon your findings;
- Book non-project travel and accommodation arrangements;
- Simplify, streamline and coordinate office procedures;
- Manage and reconcile office petty cash;
- Attend local offices to collect cheques and attend the bank to deposit cheques;
- Cross-train and provide support and coverage to the Finance & Administration team including provide overflow support to the Office Coordinator in Spruce Grove as able;
Infrastructure & Facilities Support
- Monitor and maintain office supplies by assessing inventory levels, anticipating needed supplies, placing orders for supplies and expediting as necessary, verifying receipt and monitoring associated budgets;
- Coordinator office set-up and support for field teams as needed;
- Ensure high-functioning of office equipment by monitoring and completing preventative maintenance, calling for repairs, maintaining adequate inventory, and evaluating new equipment and techniques;
- Monitor and maintain corporate vehicle and trailer registrations for Yellowknife and surrounding area;
- Arrange for building maintenance (including fire extinguisher inspections) and parking lot clearing (snow removal) as needed;
Coordination of Office Shipping & Receiving
- Distribute incoming mail and packages including contacting field staff to notify of deliveries for pick-up and forwarding mail to the Spruce Grove office as necessary;
- Schedule and coordinate courier deliveries, including inter-office deliveries;
- Ensure received goods comply with purchase orders and invoices;
- Attend the post office for mail pick-up and drop-off;
Project Administration Support
- With your extra capacity, you provide project administration support to our Project Managers across Canada under the guidance of our Project Administration Team Lead located in Spruce Grove, AB.
- Generally, these duties may include project on- and off-boarding, arranging project logistics (such as travel and accommodations), contract and financial administration support, operations and maintenance support (such as creating and issuing purchase orders, developing O&M manuals, and so forth), and general administrative support to project teams;
- Help prepare and deliver in-person tenders as needed by strict deadlines and requirements;
Like all job descriptions, your accountabilities and responsibilities will evolve over time to support Ryfan’s goals, project needs and your individual growth. As a result, you should expect your job description to change from time to time.
REQUIRED QUALIFICATIONS, EXPERIENCE & EDUCATION
As Office Coordinator you possess the following or comparable qualifications, experience and education:
- 3-5 years of experience as an administrative or executive assistant;
- High school diploma is mandatory;
- Post-secondary experience in a related field is preferred.
You possess the following skills:
- Intermediate to advanced skills in Microsoft Office including Project, Visio, Word, Excel, Outlook and PowerPoint;
- Intermediate skills in QuickBooks;
- Excellent verbal and written communication skills and the ability to interact professionally with a diverse group of stakeholders and subject matter experts;
- Flexibility to adjust to shifting priorities and deadlines;
- Effective negotiation, diplomatic, and conflict resolutions skills;
- Advanced interpersonal, team building, leadership and organizational skills. You are committed to supporting and developing your colleagues;
- Able to effectively communicate with all types of people, including technical, professional, and all levels of management;
- Able to build and maintain lasting relationships with other departments and squads, key managers, and other stakeholders.
In addition to living our Core Values daily, you demonstrate these job-specific competencies:
- Confidentiality: You are discrete and disciplined when handling the confidential information of the business or employees;
- Impeccable Attention to Detail: You see things and think of things that others might miss;
- Timeliness: Deadlines are critical, and you are willing to put in the time and effort necessary to get the work done exceptionally well;
- Client Focus: You provide added value through service excellence to our internal and external clients;
- Planning & Organizing: You develop, implement and adjust plans to reach goals, while ensuring the optimal use of resources (both your own and others);
- Problem Solving:You identify problems and the solutions to them in collaboration with other stakeholders;
- Results Driven:You organize time, work and resources to accomplish objectives in the most effective and efficient way. You take the time to prepare a plan before starting and you can adapt the plan on the fly as necessary. You are equally comfortable with the day-to-day project details and the big picture.
A LITTLE ABOUT US
We have invested a great deal of time debating, shaping and identifying why we exist as a company and who we are as a team. It is critical to us, even non-negotiable, that new people who join our team are excited and committed to our way of doing business and share specific core values.
Ryfan is celebrating it’s 40th birthday this year, so we are a seasoned and experienced company. However, as we mature we are ready to take our next step forward. Here’s what that looks like to us:
Our vision is to transform the MEP construction industry. The industry is ripe for innovation, and we want to move to the frontier of that development.
Our mission is maximizing customer value through relentless process improvement. Process improvement not only delivers cost-savings to our customers, but it enhances their experience with us.
Our passion is building something great. Of course, we deliver exceptional services but we also strive to build great teams, relationships and communities.
Our niche is unconventional projects. Cookie-cutter projects aren’t really our market. If a project is weird, innovative, logistically complicated, remote, or any of those, it’s probably right in our niche.
Last but never least, there are three “uniques” that make us stand out:
First, we invest in and help create exceptional employees. Not only do we want you to build a career with Ryfan, we want to help you build a great life.
Second, we are leading practitioners of productivity improvement methods, tools and techniques. If there is a better way to do it, we want to be first in. We never tire of making improvements.
Last, we take leading edge construction techniques to unique or underserved markets. We go into markets where our competitors may be deterred by the challenges. We enjoy success whether others fear risk because we are seasoned and experienced.
The reality is, we can’t achieve our Mission without the right people on board. It is critical to us that everyone on the Ryfan team naturally share these core values:
We build community. What we build is not great unless it creates value for the community. The value is larger than the project itself if it incorporates the legacy of our interactions in the communities in which we work and live; includes the way we engage with customers, consultants, other trades and suppliers; encompasses how we teach, learn and grow as a team on-site, in the office and everywhere in between; and involves working to create more winners (“more pie for everyone”) instead of focusing only on winning (“biggest piece of the pie for us”). We embrace abundant thinking and reject a scarcity mentality. We avoid blame or fault-finding and we work relentlessly toward solutions.
We earn trust. Communities are formed through relationships and relationships are built upon a foundation of trust. We strive to earn and be worthy of the faith placed in us by those with whom we work and interact. We do this by saying what we mean, meaning what we say, and doing what we say we are going to do.
We pursue excellence. To earn trust we must be realistic about our capabilities and committed to always sharpening and expanding them. We understand that excellence is not a fixed point, but rather a path or way of doing things. We are steadfast in our pursuit of continuous improvement.
Be fearless. We champion courage to seek out flaws in our methods and push for further enhancements in our performance. We are fearless in our willingness to see ourselves objectively and in our openness to constructive coaching.
We practice discipline. We strive to convert experience into wisdom in a disciplined way. We acquire knowledge from others and incorporate “best practice” or “leading practice” into our work. We share and use our hard-won learning with the rest of our team. In this way we grow, develop and evolve the Ryfan Way.
We celebrate success. We take the time to celebrate our moments of greatness, the instances of excellence, the acquisition of wisdom, the attainment of a bond of trust, and the warmth of community. Celebration is the spark and fuel that rekindles our drive to pursue our passion of building something great.
Coming up, we have some exciting goals to accomplish across the company and within the Finance & Administration team. 2019 is about building a “line of sight” throughout the organization from the newest hire all the way to the Managing Director. As part of this team you’ll help build scorecards, metrics, forecasts and budgets to monitor and anticipate the health of projects and the whole organization so we can adjust our plans more quickly to seize opportunity and minimize risk.
Across our department, we’re ready to build on the great work of the past and elevate our strategies to the next level. We are focussed on improving department-level and project-level tools including scorecards, budgets and forecasts to provide all teams with access to timely and accurate data. In addition, we will support skills development across the organization to allow our teams to wisely adjust and invest our allocation of resources to improve the organization’s performance. As Controller, you will play a critical role in leading a new team in this department and enhancing the department’s support of the organization. We will also be streamlining and simplifying our processes and supporting similar work in other teams.
You can expect us, and should hold us accountable to, continuously improve our communication with all people in the organization. Expect to have growing clarity about all aspects of our business, right down to the financial statements. Decisions should be made closest to the opportunity or challenge and should have the input of all stakeholders. It is a work in progress, but we are stubbornly persistent.