Administrative Assistant II

Responsibilities

• Office Administration and Coordination
• Support daily office operations to ensure an efficient, safe, and well-organized workplace.
• Coordinate general office needs, including office supplies, food and coffee service, mail and courier services, meeting room setup, and facility-related requests.
• Help maintain a professional, welcoming, and functional environment for employees, customers, and visitors.
• Present office improvement opportunities and provide updates to local office leadership.
• Provide office support to other Eastern Canada locations when office coordinator coverage is unavailable.
• Manage main office phone line coverage, including call routing, transferring calls, and ensuring phone coverage when the office is closed through systems such as i24 and Teams.
• Coordinate office maintenance activities and service providers, including landscaping, snow removal, alarm-related coordination, window cleaning, and carpet cleaning.
• Support office security and access administration, including access card activations and replacements.
• Coordinate office equipment and employee support needs such as cell phone upgrades and new activations.
• Administrative Support
• Provide day-to-day administrative support to the Systems Division.
• Prepare, format, and organize correspondence, reports, presentations, and other business documents.
• Assist with meeting scheduling, calendar coordination, travel arrangements, onboarding schedules for new hires, and expense processing, as required.
• Maintain organized records and files while handling confidential information with discretion and professionalism.
• Process administrative and purchasing tasks, including cheque deposits, purchase orders, and support for procurement activities through Coupa and Oracle.
• Support vendor account administration, including account creation and modification in systems such as Windchill, mainly for Service and Contracting.
• Customer Event Coordination
• Coordinate and support Systems Division customer events held in the office and at external venues under the supervision and direction of the Sales Manager.
• Assist with event planning and logistics, including scheduling, vendor coordination, payment processing, catering, materials preparation, and attendee communications.
• Organize internal office activities such as Lunch and Learns and similar employee or customer-facing events.
• Help ensure all events are professional, well organized, and aligned with business objectives.
• Provide post-event administrative support, including follow-up communications and event documentation, when required.
• Facilities, Safety, and Compliance Support
• Support office-related Environment, Health and Safety activities in coordination with designated teams or local requirements.
• Assist with monthly office inspections and annual emergency system inspections, as applicable.
• Help maintain office safety documentation and resources, including employee presence logs, evacuation plans, and SDS binders, where assigned or in partnership with EHS.
• Coordinate with external service providers and internal stakeholders to support a safe and compliant office environment.
• Regional and Cross-Functional Support
• Work closely with internal teams to support office, administrative, and event-related activities.
• Provide backup support to other offices in Eastern Canada when local office coordinator support is unavailable.
• Contribute to special projects

Benefits

Additional Information

Be a part of our mission! As a world leader in creating comfortable, sustainable, and efficient climate solutions for buildings, homes and transportation, it's our responsibility to put the planet first. For us at Trane Technologies , and through our businesses including Trane® and Thermo King , sustainability is not just how we do business-it is our business. Do you dare to look at the world's challenges and see impactful possibilities? Do you want to contribute to making a better future? If the answer is yes, we invite you to consider joining us in boldly challenging what's possible for a sustainable world. Learn about our benefits designed for you to Thrive at work and at home. We boldly go. Where is the work: On-Site (5 days)

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