Temporary Service Administrator

7 days ago

Langley, Canada Horizon Contracting Group Full time

Job Summary


Reporting to the Admin Manager, the Service Administrator at Horizon Contracting Group will be expected to be the primary contact and resource for service business units for service contracts, billings, invoicing, collections, and subcontract invoice processing.

The main accountabilities for this role are meeting month end deadlines for billings, A/R invoicing and Subcontract AP invoicing, ongoing collection of A/R over 60 days at a minimum, and timely coordination of payroll time capture with Payroll Specialist with an overall high degree of accuracy and timeliness in all aspects of the role.


This position will appeal to a bright, motivated individual who thrives in a demanding, stimulating and dead-line driven work environment.

Please note, this is a temporary, full time role. We expect the length of employment to be between 3-6 months.

All work will be conducted at our location in Langley nd Street during office hours (8am-4:30pm)

Responsibilities

Invoicing - Services Business Units

  • Prepare contract and extra work billing worksheets for the maintenance, snow & salt, waste, and water business units in accordance with the accounting timelines.
  • Coordinate approval of billing worksheets with Services managers.
  • Prepare all invoices for maintenance, snow & salt, waste, and water business units in a timely manner.

Accounts Receivable - General

  • Setup of new Services customers and ongoing maintenance of customers in the A/R module
  • Reconcile customer accounts and resolve discrepancies as they arise
  • Respond to and provide support to customers relating to A/R inquiries.
  • Respond to and provide support to internal stakeholders relating to A/R inquiries.
  • Prepare and enter manual or intercompany Service A/R invoices as needed.
  • Prepare and review A/R Aging reports and collection forecast on a weekly basis.

Collection of Past-Due Accounts

  • Update A/R notes in the ERP for each pastdue invoice in a timely manner.
  • Notify internal stakeholders and collaborate with them to collect any past due invoices.
  • Prepare and send weekly billings and A/R Reports report to the management team.

Service and Accounts Payable Support

  • Prepare subcontractor invoice costing reports for Snow/Ice business for input by AP team.
  • Act as the main resource for Services related accounting and administrative support and training
  • Create, edit, and maintain service contracts.
  • Maintain recordkeeping of service contracts in Spectrum.
  • Maintain Spectrum Work-Order module including creating sites, customers, technicians, etc.
  • Develop processes and Standard Operating Procedures for the Services teams in coordination with the Admin Manager, Controller and CFO.

Other

  • Assist the finance team with systemsrelated initiatives as they related to Services.
  • Backup for Accounts Receivable, Construction as needed.
  • Other duties and projects assigned by the Admin Manager, Controller or the CFO.

Job Specifications

Education

  • Post-Secondary Education in the field of accounting.
  • Accounting designation an asset but not required

Experience

  • Minimum 3 years of accounting and administrative experience required.
  • Minimum 3 years of servicebased experience required.
  • Collection Experience will be considered an asset.
  • Experience with Spectrum will be considered an asset.

Knowledge, Skills and Abilities

  • Customer service oriented with excellent communication skills, both written and verbal.
  • Results oriented team player who commits to "getting the job done".
  • Strong organization skills and ability to manage multiple tasks concurrently along with good analytical and problemsolving skills.
  • Knowledge of Spectrum will be considered an asset.
  • Must be able to work on a set schedule (Schedule is flexible but consistency is required).
  • Strong organizational and tracking skills.
  • Ability to deal with conflict resolution and negotiation an asset.

Physical Requirements


This position requires a significant amount of time sitting using a computer while also being able to stand/walk for longer stretches of time.

Bending, twisting and lifting up to 50lbs is required on occasion. Individuals should be in average physical condition to be able to complete the requirements of the position.

Work Environment

This position required the individual to work in both an indoor and outdoor setting. The indoor setting is a normal office environment while the outdoor setting may require work in extreme heat, cold, rain and wind

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