Purpose of the role: The Inspection Assistant is an administrative role within the Park Enterprises Ltd. This position will be responsible to provide assistance to the Inspection Department. This includes the Inspection Processor, Inspection Coordinators and Compliance Monitor.
Below are the job responsibilities:
- The responsibilities will vary depending on volume of work and holiday or sick day coverage. Below are the responsibilities of the 3 roles within the Inspection Department. The Inspection Assistant is responsible to know each task and assist where volume and necessity dictates.
Inspection Processor:
- Inspection Entering
- Private Inspections – Upload & send out
- Process All SCOs inspections
- Includes verifying what is entered and ensuring the checklist is followed for what is to be included and specific wording used.
- Duplicate jobs in Synchroteam where additional inspections are required and add bells accordingly
- Send out No Entry Letters – 1st & 2nd letter
- Verify inspectors have handed in all inspection reports or given update within required timeframes set out by the Municipal Quality Management Plans and ASCA Service Reference Manual
- Send out panel sticker & letter when applicable
- Update open permit logs accordingly
- Process additional documents resulting from inspections
- Verify all permit documents are uploaded prior to closure
- Amend / Reissue permits when there are adjustments from the site inspection. IE: Outlet or Fixture count adjustment
- Reception: Back up for lunch if the Permitting Assistant is not available
- VOC Processing (See VOC Process)
- Deficiency Monitoring
- Pictures Required (Picture procedure)
- Monitor | Follow up on projects starting without a permit (Inspection w/o Permit Process)
- In progress filing - Back up for Compliance Monitor
- Closure checklist and filing
Inspection Coordinator:
- Schedule inspections for all inspectors when requested by email, online request, text or phone.
- Compliance Monitoring all open permits - Maintain job bells within 1 week
- While monitoring permits, also monitoring the project as a whole and maintaining the Site in Synchroteam
- Print schedules
- Map SCO Routes
- Pull files as required by individual Inspector processes
- Annual permit monitoring
- Extension Monitoring
- Use implemented programs to maintain this process along with the Compliance Monitoring procedure
- Schedule Private Inspections and Work Orders
- Import adding bells
Compliance Monitor:
- Contractor Monthly Reports
- In progress & closed filing (Done Daily)
- Maintain filing cabinets
- Pull files as required by individual Inspector processes
- Import adding bells
- Pull closed ASCA files quarterly and put in boxes
- Verify boxes for ASCA quarterly
Expectations:
- Strong customer service skills with a positive and welcoming telephone demeanor
- Organized - able to work independently and as part of a team
- Ability to manage fluctuating timelines and able to respond positively
- Ability to work in an office based environment as well as manage and respond to frequent interruptions
- Ability to present a clean, neat and professional appearance as well as dress in clothing appropriate for the work to be done
- Report to work on time and ready to start work punctually and reliably
- Safety conscious - ensuring that working conditions and practices are safe
- Willingness and ability to continually learn
- Ability to take initiative and suggest effective working processes
- Ability to provide feedback when requested
- Ability to tolerate ambiguousness, cope with new situations and able to accept new ideas
- Ability to mitigate and manage stressful situations by providing creative and positive viable solutions
- Uncompromising discretion, demonstrating sound judgement in dealing with confidential dialogues and information
- Willing and continued involved in team meetings
- Ability to communicate with tact and diplomacy at all times ensuring professionalism in all aspects of communication
- Willing to participate in evolving company processes and follow up on assigned tasks as well as implement required changes in a consistent and prompt manner
NOTE: All processes to follow Municipal | ASCA guidelines
Note: Job descriptions are written to be descriptive but not necessarily inclusive of all functions performed.