Project / Service Administrator

4 weeks ago

Dartmouth, Canada Black & McDonald Limited Full time

The primary responsibility of the Project/Service Administrator is to provide administrative support with the day-to-day Service Department operations providing support to our service technicians, supervisors, managers, and clients as well as assisting in maintaining a productive and efficient operation for the execution of assigned contracts within the NS FMO Division. This will be accomplished through performance of administrative duties ensuring that standard company procedures and specific instructions are followed. The Administrator role is responsible for assisting in the Service Client base entry and maintenance in our computer-based program (JD Edwards) which would include service, S4 and project work orders, project jobs, purchase orders, managing sub-contractor documentation, changing of work order statuses, closing work orders, managing work order back log, and completing through to invoicing the customers.

Summary of Duties:
**Providing telephone support; dispatching, investigating and resolving client inquiries**
- Prepare new Vendor/Customer set up request form
- Open/Manage/Close work orders (WO)
- Open/Manage/Close purchase orders (PO)
- Project Work Order Life Cycle-Set Up, Maintenance, Invoicing and Close Out Procedures
- Prepare Project Binders for Small Job Work Orders as well as Project Jobs
- Administrative Support for Project Supervisor and Project Technicians including WIP meeting review and reporting
- Subcontractor Documentation Administration-follow up with sub-contractors to ensure all up to date WCB and insurance certificates are on file
- S4 Proposal Support
- Salary Recovery monthly to meet target
- Manage WO Exceptions Report and PO RNV Report
- Respond to inquiries regarding accounts payable/receivable
- Support field staff with general inquiries
- Prepare customer reports as required

**COMPETENCY REQUIREMENTS**
- Communicates Effectively
- Customer Focus
- Holds Self and Others Accountable
- Problem Solving and Innovation
- Teamwork and Collaboration

**EDUCATION REQUIREMENTS**
- Minimally 3-5 years' experience in an administration role
- Excellent organizational skills
- Motivated and able to work with multiple deadlines in a fast paced environment
- Must be detail-oriented, organized and able to multi-task
- Excellent communication, interpersonal and customer service skills
- Administration or Accounting Certificate/Diploma would be considered an asset
- Proficiency in JD Edwards software or equivalent would be considered an asset

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