Administrative Assistant

2 weeks ago

Markham, Canada Accent Building Sciences Inc. Full time

**Executive Administrative Assistant**

**Your Responsibilities**

**Project Management Accounting**
- Effectively communicate with Project Managers regarding contract documents, change orders and other contract modifications, approvals, and any additional services-related to billing
- Set up projects in Deltek Ajera and maintain budgets and backlogs throughout the life of the project
- Acts as the ERP system expert (Ajera - Deltek)
- Prepare progress and final invoice packages for all billable projects, including all applicable backup
- Mail [submit] invoices, file client invoice copies and backup documents in the billing folder
- Assess and pursue opportunities for maximization of client billing; communicate with the parties involved as to your observations and actions taken
- Research any unbilled issues to optimize the billing possibilities for the billing period
- Maintain the billing folders for all projects, with all the appropriate documents; contracts, change orders and monthly invoices, in accordance with standard processes and procedures
- Investigate project variances and submit variance reports to management
- Carry out Progress Project Reports
- It is expected that the Biller maintain a continuous line of communication to clear any open issues
- Report outstanding accounts receivables to management on regular basis
- Write off any uncollectible receivables, labour, or expenses, as directed by the appropriate person
- Close out projects upon completion

**Proposal Coordination**
- Review RFP websites for opportunities, review RFPs, and assist in the preparation of public
- sector RFP responses and private-sector proposals
- Work with Principals to identify or follow-up on leads
- Maintain sales database by updating leads and opportunities
- Coordinate and participate in weekly marketing meetings
- Organization, Coordination, and administration for marketing department
- Assist in the creation and maintenance of online, print, and presentation materials for communications, promotion, and business development
- Maintain materials and provide management for website materials and back-end database
- Assist in maintaining and expanding social media accounts
- Maintain marketing server / database in accordance with existing office standards, and maintain marketing filing, both electronic and hardcopy
- Liaise with sub-consultants, suppliers, and similar
- Assist in the development and production of marketing events
- Assist Principals and project staff to prepare sales presentations
- Further develop and maintain brand standard
- Provide review and recommendation for improvements to business practices and marketing needs

**The Skills, Knowledge And Abilities We Seek**
- Experience with Deltek/Ajera
- Excellent verbal and written communication skills
- Self-motivated with independent work habits
- High attention to detail and accuracy
- Experience working in a fast-paced office and deadline oriented.

**About ABSI**

For over thirty years, ABSI has been working with public and private sector clients, building owners and managers to provide knowledgeable and reliable solutions to our clients. We are recognized for our expertise in investigations, design, and construction project management for roofing, windows, building envelope, and underground garages, as well as our ability to deliver comprehensive condition assessments, performance audits, energy saving reviews, reserve fund studies and capital planning.

Specialized Expertise, ABSI focuses exclusively on Building Sciences. Our team of Building
Condition Assessors and Building Sciences Designers work together to ensure that our client’s benefit from our combined, specialized expertise. Our Assessors provide reliable budgeting and analysis for your Condition Assessments that is rooted in real-world market conditions from our
Building Sciences engineers. Our engineers are able to elevate their design by incorporating the findings and knowledge of our assessors. This complementary specialized expertise allows ABSI to deliver exceptional projects with reliable, long-lasting solutions.

**Salary**: $45,000.00-$55,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Life insurance

Schedule:

- 8 hour shift

Ability to commute/relocate:

- MARKHAM, ON: reliably commute or plan to relocate before starting work (required)

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Front desk: 2 years (preferred)
- Administrative experience: 4 years (preferred)

Work Location: One location

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