Operations Administrator

2 weeks ago

Calgary AB, Canada Volker Stevin Contracting Ltd. Full time

Supporting the project management team and business operations of Volker Stevin Contracting, the Operations Administrator will be involved with the administration and invoicing of projects, contracts, collections, and tender administration (vacation coverage only). This role will work very closely with the Contract Administration team.

Day to Day Responsibilities:

Project Administration:

  • Set up projects in the Viewpoint / Microsoft D365 ERP system accurately and efficiently through uploads from InEight estimating software, followed by other project set-up requirements in Viewpoint or Microsoft D365.
  • Execution of project change orders and addition of contract items.
  • Accurately and efficiently, complete regular project billings and/or invoice requests, and force account billings from Project Managers/Project Assistants to Project Owner. Provide additional billing documents, Statutory Declarations and WCB letters.

Collections:

  • Assist with the management of the accounts receivable to ensure prompt payment to enhance the cash flow and profitability of the company.
  • Receive and process 3rd party payment approvals from Consultants/Engineers.
  • Identify past due invoices based on established criteria and confer with customers by phone or email to determine reasons for overdue payments and anticipated payment dates.
  • Coordinate with Project Managers, Consultants and Owners to resolve any issues contributing to payment delays.
  • Assist accounting and direct where payment receipts should be applied as necessary.
  • Perform account and payment reconciliations and provide client statements when required.
  • Provide accounts receivable reports and information to General Managers and Executives when requested.
  • Establish and maintain interpersonal relationships to develop constructive and cooperative working relationships with others.

Contracts Administration:

  • Contribute to the preparation, review, execution, and administration of contracts.
  • Arrange for insurance, bonding, and all legal requirements for contracts, agreements, etc.
  • Administer all change orders for contracts/subcontracts as received.
  • Maintain detailed project folders for each contract/agreement received.
  • Create and administer subcontracts, as directed by Project Managers, and manage subcontract compliance.

Other:

  • Vacation coverage for team members, as required.
  • Provides vacation coverage for Tender Administration as required including setting up new tenders and ensuring all required documentation is provided when submitting tender.
  • Other duties as required.

Qualifications & Experience:

  • Accounting diploma or certificate preferred, although not required.
  • Exposure to Viewpoint ERP, Microsoft D365, or another ERP system, considered an asset.
  • Proficient with Microsoft Office applications (Excel, Word, PowerPoint, Outlook).
  • Excellent communication skills, both written and verbal.
  • Ability to communicate with a range of different levels both internally and externally, considered an asset.
  • High degree of professionalism when dealing with internal and external parties.
  • Extremely detail-oriented and self-motivated.
  • Ability to multi-task and meet deadlines.
  • Previous experience in an office environment required.
  • Experience in or exposure to the construction industry is an asset, although not required.
  • Commissioner of Oaths considered an asset.
  • Comfortable working full-time in an office environment is a must.

How to Apply:

Please submit applications/resumes to Volker Stevin Contracting Ltd., quoting RQ24126

ONLINE:

While we appreciate all who have applied, we will only contact those who meet the requirements.

Thank you for your understanding.

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