Business Support and Administrative Coordinator

POSITION**:Business Support and Administrative Coordinator**

THE MANDATE:
The Business Support and Administrative Coordinator is accountable for managing the office operations to ensure business effectiveness and efficiency. The role will work closely with project team members, other managers and leads to assist in the delivery of projects to exceed customer requirements.

ACCOUNTABILITIES:
**General Office**
- Manage daily administration of the construction office
- Maintain a high level of visibility and approachability to cultivate positive employee relations within the office environment
- Work with sub-contractors, clients, and project managers to manage customer inquiries/complaints and resolve any discrepancies which may occur
- Submit cash expense receipts from field employees to payroll for processing
- General office filing and scanning
- Receive weekly timesheets, review, enter time into Timecard Import Wizard, validate and submit timecard report to payroll
- Maintain vacation records for field employees
- Ensure all confidential data/information is treated in a secure manner and with sensitivity where applicable

**Finance and Accounting Support**
- Invoice matching to packing slips/purchase orders
- Scan invoices and upload to ERP system
- Oversee the accounts payable process including the preparation of coding of invoices after approval of all invoices
- Verify supplier statements to ensure they align with Teraflex records
- Audit invoices against purchase orders and established budget for cost accounting entry and payables
- Reconcile P-Card spreadsheet monthly

**Field and Operations Support**
- Assist in maintaining training records for field employees
- Order clothing for field employees and submit invoices for payment according to established procedures
- Maintain drivers abstracts for field employees
- File Driver and Vehicle logs
- Manage binders for all fleet vehicles
- Other duties assigned by Manager

**REQUIRED QUALIFICATIONS**
- College or University degree in business, management, business administration or related field preferred
- Bilingual in written and oral French is an asset
- Valid Class ‘G’ Ontario driver’s license with an excellent driving record

**WORK EXPERIENCE**
- Minimum 2 years of general administrative experience in a fast paced and dynamic environment
- Previous experience in a construction environment would be an asset

**SUCCESS FACTORS**
- Ability to demonstrate sound judgment and decision-making skills with appropriate level of discretion
- Illustrate tact and diplomacy, in handling information of a confidential and/or sensitive nature
- Ability to work a flexible schedule when required
- High degree of professionalism, dependability, and proactive attitude
- Excellent interpersonal and communication skills (written and verbal) and ability to work with individuals at all levels of the organization
- Organized, with strong initiative and ability to work independently and proactively
- Keen attention to detail
- Ability to prioritize appropriately in a demanding and fast-paced environment
- Ability to deal calmly and effectively in high stress situations
- Excellent customer service skills including high conflict resolution ability

**Salary**: $55,000.00-$60,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care

Schedule:

- Monday to Friday

Supplemental pay types:

- Bonus pay

Ability to commute/relocate:

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

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative experience: 2 years (preferred)

Work Location: One location