Operations Assistant

As a leader in the construction industry, at Axxys Group we thrive to provide exceptional service from Coast to Coast across Canada & the USA. Since our beginnings in 1998, we have built our reputation on reliability & quality. At Axxys we take pride in having a highly people-oriented culture. We have the well-being of our employees and the Excellence in our services as main objectives. We work hard into maintaining a trustworthy relationship with our customers where we always take our engagements to the next level and invest all the necessary effort and devotion to preserve our reputation of “Always delivering projects on time, on budget”! To know more about who we are at what we did and have a sneak peek on our projects and our team of great talents, please visit at our Facebook page, and website by clicking on the icons below or on the links! Are you an organized, detail-oriented individual who enjoys supporting teams and improving operational efficiency? Are you looking for a new opportunity where you can grow your career within a company that values collaboration, initiative, and continuous improvement? Do you want to be part of a growing construction organization where your contribution directly supports the success of our projects and teams? Reporting to both the Director of Conduction and Operations Manager, the Operations Assistant plays an important role in supporting Axxys’ daily operations by ensuring efficient processes, maintaining accurate documentation, coordinating information between departments, and providing administrative support to our project and field teams. The ideal candidate is proactive, adaptable, and comfortable managing multiple priorities in a fast-paced construction environment. Here is your chance . Job Description What does your day-to-day with us look like? Research and maintain licensing and registration requirements for municipalities in which the company operates. Track all business licenses and permits, including renewal dates, and coordinate renewals, registrations, and closures in collaboration with the Accounting Department. Generate and distribute bi-weekly project Profit & Loss (P&L) reports. Provide administrative and operational support to the Director of Project Management and the Project Management team. Perform weekly project audits to ensure required documentation is complete and up to date, including: Contracts Compliance documentation Submittals Daily logs Project closeout documentation Assist with the development, documentation, and maintenance of company policies, procedures, and process manuals. Serve as backup support for Assistant Project Managers (APMs) as needed. Coordinate with the Accounts Receivable team to ensure miscellaneous and smaller projects are billed accurately and in a timely manner. Assist with preparing and distributing internal communications, including policy updates, process changes, reminders, and other departmental announcements. Support special projects and strategic initiatives as assigned by the Director of Project Management. Monitor and organize the Director of Project Management's email, filing correspondence and identifying items that do not require direct action while escalating those that do. Provide general administrative and project coordination support to facilitate efficient project execution and departmental operations. Support the organization, implementation, and improvement of operational processes and procedures. Assist with preparing and maintaining accurate records, reports, spreadsheets, and documentation related to company operations. Organize meetings, prepare materials, take meeting notes, and follow up on action items when required. Support communication and coordination with vendors, suppliers, and external partners. Help maintain strong vendor relationships through timely communication and follow-ups. Provide administrative support to project teams to facilitate smooth project execution. Assist with collecting, organizing, and distributing project-related information and documentation. Support communication between office and field teams to ensure alignment and efficient workflows. Assist with employees onboarding by preparing documentation, coordinating resources, and supporting company procedures. Collaborate with various departments, including Project Management, Field Operations, Finance, and Human Resources. Communicate process updates and procedural reminders to Project Managers and coordinate with relevant stakeholders to support proper project close-outs. Assist in overseeing day-to-day operations of Assistant Project Managers as well as Operations and Administrative assistants. Assist with tracking purchase orders, invoices, receipts, and operational documentation. Identify opportunities to improve processes and recommend solutions to increase operational efficiency. Perform other related tasks as required. What do you need to ensure Excellence in your role? College diploma or bachelor’s degree in administration, operations management, business, accounting, or a related field (an asset). Minimum of 5 to 7 years of experience in an administrative, operations, coordination, or similar support role. Experience in the construction industry or a project-based environment is considered an asset. Strong organizational skills with the ability to manage multiple priorities and deadlines. Excellent attention to detail and accuracy when handling documentation and data. Strong written and verbal communication skills. Excellent interpersonal skills and ability to collaborate with employees at all levels of the organization. Strong problem-solving skills with the ability to identify issues and propose solutions. Ability to work independently, take initiative, and adapt to changing priorities. Bilingualism (French and English) is considered an asset. Excellent working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams). What will you get in return? Having our employees at heart, at Axxys we are constantly working to offer the best for our team members and their families. What’s in it for you: Group Insurance Plan, including medical and dental benefits with a generous contribution from the employer 401k matching after one year od service 2 sick / 1 personal day per year 3 Weeks of vacation Free parking assigned to you on day 1 Free coffee and tea Yearly performance and salary reviews Social events Engaging culture and a very friendly and supportive team

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