Office Administrator

1 month ago

Bonnyville, Canada TSS Total Safety Services, Inc. Full time

**Job Duties and Responsibilities-**
- Performs basic clerical and administrative duties for assigned department.
- Responsible for invoicing the client
- Maintaining accurate and complete support for invoicing
- Collection of payments for invoices
- Creates, runs, and distributes standard periodic reports, to communicate follow-up requirements and to summarize reports, etc. Maintains organized computer and/or hard copy files for easy identification and retrieval.
- Assists others in office as needed including providing back-up reception.
- Plans, coordinates, and makes arrangements for on-site and off-site meetings conferences and special events. Coordinates scheduling, travel for attendees, meeting materials, AV, and catering arrangements.
- Ensures accurate and timely communication to involved parties.
- Uses salesforce experience to maintain some estimating opportunities within the software.
- Answer Phones/Direct Customers to appropriate departments when visiting
- Forward Billing Paperwork to the Regional Billing Department daily
- Monitor reports to ensure all paperwork is forwarded
- Escalate any paperwork issues to the Operation/Department Manager
- Collect Payroll Data and turn in to Payroll Dept. every week
- Assist in monthly revenue accruals
- Prepares documents, correspondence and reports as directed. Proofreads for grammar and spelling. Copies, binds, and distributes as directed.
- Enters data to maintain and update various databases and spreadsheets. Ensures data integrity by verifying input and calculations.
- Use standard templates for regular departmental activities, reports, and presentations to maximize efficiency and reduce turnaround time.

**Qualifications-**
- Experience billing and invoicing clients.
- Progressive, directly related experience with knowledge of departmental function, procedures, terminology, and interrelationships.
- Above average communication & interpersonal skills required to interact with multiple internal, external & executive contacts.
- PC skills with proficiency with MS Office and other function-specific specialized software programs. Ability to develop spreadsheets and modify formats to complete assignments and ability to recommend improvements.
- Ability to pay close attention to details and present good planning, organization, and time management skills.
- Ability to handle diverse tasks simultaneously, works effectively with interruptions and consistently meets or exceeds production and quality goals.
- Demonstrated ability to handle confidential or sensitive information or issues.
- Ability to efficiently operate and perform basic maintenance and troubleshooting of all office equipment.
- Must demonstrate ability to work in a team environment

**Education-**
- High school diploma or GED plus additional specialized courses or Associates Degree in related field.

**Other Required Skills, Knowledge or Abilities**
- Exposure to office equipment such as personal computers, copiers, calculators, fax machines, etc. Basic PC skills with ability to enter data and verify accuracy. Ability to handle confidential or sensitive information or issues. Prior billing experience, good working skills with Microsoft Office - heavy use of Outlook and Excel. Light understanding of accounting principles and Rentalman Operating System.
- **Initiative**: Consistently plans and carries out successive steps of assigned projects using own initiative. Must be proactive to prevent non-compliances and to act when a challenging situation has the potential for worsening if action is not taken to resolve the problem.
- **Interpersonal Communications**: Understanding of basic math and the ability to read, write and comprehend written and verbal English. Contacts with immediate associates and immediate supervisor for instructions, training, and guidance. Some contact with other departments or external contacts to clarify, obtain and furnish information. May have some external contact with suppliers or customers. Effective oral and written communication skills with good vocabulary, good grammar, and good telephone etiquette. Frequent contact with less experienced personnel resolving problems, training, coaching. Frequent contact with all levels in the organization and external contact requiring negotiation. Above average oral and written communication skills with good vocabulary and good grammar to interact with multiple internal, external, and executive contacts. Strong interpersonal skills with the ability to communicate with all levels of personnel, as well as external suppliers and organizations.

**Physical Demands-**

While performing the duties of this job, is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. Occasionally required to stand; walk; and stoop, kneel, or crouch. Must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision,

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