Performs a wide variety of administrative and general accounting functions; job cost invoice entry, receiving claim assignments, incoming telephone calls, software system input (RMS/PSA/Encircle/Xactanalysis), office administration, preparing reports and providing liaison between management and other organizational units/external customers, sub-contractor liaison for WSIB, CGL and A/P, accounts receivable and collections, prepare staff incentive/commission reports.
Operates independently and has authority to make decisions for routine administrative and clerical activities.
Nature and Scope
Performs a wide variety of administrative functions and is delegated the authority to coordinate routine and non-routine administrative and clerical activities.
- Responsible for data entry of all job costing (sub-trades, employee time sheets, equipment) to correct job file. Responsible for job closing, calculation of closed job incentives payable
- Process and maintain a variety of documents and administrative records
- Act as a liaison between internal and external customers
- Must be (become) knowledgeable of multiple procedures and program requirements to respond to inquiries, explain department services, policies, procedures, and rationale for decisions to customers
- Handle numerous administrative support responsibilities including, but not limited to, phones, shipping, taking and placing orders, support as requested
- Receive new jobs (assignments) over the phone and electronically, create and update files in RMS, XactAnalysis, Encircle, Conversense, etc.
- Balance multiple demands from multiple project managers / executives
- Format/type a variety of executive, sensitive, confidential, official and/or legal letters and documents.
- Additional duties as assigned
Skills and Knowledge
Good knowledge of: Bookkeeping and basic accounting procedures, collections, office support functions including spreadsheets and word processing
- Positive friendly attitude
- Must work well under pressure, have a good work ethic and have initiative
- Excellent organizational skills
- Experience handling multiple phone lines
- Ability to balance multiple tasks
Specialty Areas
- Must have strong understanding of job costing and CRM file management
- Experience working with spreadsheets, intermediate word processing skills
Specific Primary Duties
- Job cost (A/P) data entry
- A/P, A/R, Reports
- Accepting new jobs or claims – managing job files
- Maintain current sub-contractor WSIB and CGL data
- Answering phones
- Assist with all and any administrative support requirements
Qualifications/Experience
- College diploma or University degree
Job Type: Full-time
Pay: From $21.00 per hour
Benefits:
- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Vision care
Willingness to travel:
Work Location: In person
