Administrative Coordinator

6 months ago

Montréal, Canada A&B Rail Services Ltd Full time

**WHO WE ARE**:
At A&B Rail Services, our work is getting and keeping Canada’s railway operators in motion - safely and sustainably We work coast-to-coast, in every railway sector, and on any size project. Our commitment is service excellence and offering our clients exceptional value. Within our team, we call this Doing It Right

**MAIN PURPOSE**:
Reporting to the Operations Manager, the position provides a wide range of support services to the Quebec operational team for A&B Rail Services Ltd., as well as the professional and technical staff of Universal Rail Systems Inc.

**KEY RESPONSIBILITIES**
- Maintain an effective filing system (physical and electronic) by keeping documentation filed in a timely and logical manner and coordinating with head office to maximize efficiencies.
- Coordinate, prioritize, and track the flow and distribution of mail/courier packages, telephone, and electronic information.
- Collects, analyzes, and inputs timesheets, from unionized workforce in electronic format.
- Along with HR Coordinator, ensures payroll compliance with the collective agreements.
- Verifies conformity with CCQ requirements including but not limited to monthly reports, rate increases and adjustments, compliance with trade codes and certificates.
- Schedule appointments, presentations and meetings.
- Manages supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies.
- Submit employee change forms to Payroll and HR for tracking purposes.
- Provide support to the operations and corporate team with administrative tasks such as coding invoices, expenses, travel, and other related tasks.
- Issue and process purchasing orders.
- Assist with creations of presentations, proposals and other business development related materials and communications.
- Assist with administrative overflow and special projects from other departments/area as needed.
- Other administrative/office duties as required.
- Prepare invoicing drafts for operations team and submit to accounts Receivable for invoice generation.
- Submit invoices to customers.
- Support operations with administrative requests including requests as but not limited to hotel bookings, training requirements, flight reservations for crews, purchase order creation.
- Updating customer pre-qualification platforms with company data.

**KNOWLEDGE, SKILLS and ABILITIES**:

- Effective and proven organizational skills to meet multiple deadlines and handle multiple tasks in a high pressure and demanding work environment.
- Strong interpersonal, communication and customer service skills.
- Strong computer skills are required with proven proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook) and electronic accounting systems (AccPac).
- Ability to multi-task, prioritize tasks and quickly adjust in a rapidly changing environment.
- Ability to work independently as well as in a team environment.
- Demonstrate ability to perform maturely and professionally ensuring complete confidentiality of sensitive information.
- Demonstrate the ability to think critically, act logically to evaluate situations, solve problems, and make decisions.

**JOB REQUIREMENTS**:

- A diploma in Office Education OR 5 years of administrative experience (equivalencies with experience will be considered).
- Fluency in French (both written and verbal) is required.
- Fluency in English is asset.
- Previous experience in the industrial and/or construction industry (both in a union and non-union environment) would be beneficial.

**WHAT WE OFFER**:

- Competitive Pay
- An industry leading comprehensive benefits program
- The opportunity to work with a great team where Safety is an integral part of our culture.
- We would like to thank all applicants for their interest, but only those selected for an interview will be contacted._

**A & B Rail Services Ltd. is an Equal Opportunity Employer.**

TOR

Type d'emploi : Temps plein, Permanent

Avantages:

- Assurance Invalidité
- Assurance Maladie Complémentaire
- Assurance Vie
- Assurance Vision
- Bourses d'Études
- Programme d'Aide aux Employés
- Programmes de Bien-être
- Réductions Tarifaires
- REER Collectif
- Stationnement sur place
- Tenue Décontractée

Horaires de travail:

- 8 Heures
- Du Lundi au Vendredi

Types de paie supplémentaire:

- Primes

Capacité à faire le trajet ou à déménager:

- Saint-Rémi, QC J0L 2L0: Faire le trajet sans problème ou prévoir un déménagement avant de prendre son poste (Souhaité)

Expérience:

- administration: 5 ans (Souhaité)
- Commission de la construction du Québec (CCQ): 2 ans (Souhaité)

Langue:

- Français (Obligatoire)

Lieu du poste : Télétravail hybride à Saint-Rémi, QC J0L 2L0

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