Administrative Coordinator

6 months ago

Lakefield, Canada SGS Full time

Company Description

We are SGS - the world’s leading testing, inspection, and certification company. We are recognized as the global benchmark for quality and integrity. Our 96,000 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer, and more interconnected world. In Canada, SGS employs over 2,000 team members across 70 locations.

**Job Description**:
This position provides office support to a variety of departmental professionals and mid-level to senior manager and department heads.
- Incumbents must be capable of multi-tasking to meet the department needs of working with multiple managers and assignments simultaneously.
- This position operates under limited supervisor. Often assigned tasks to lead to completion and work independently.
- This position provides office support to a variety of departmental professionals and mid-level to senior manager and department heads.
- Vacation/absence responsibility to back-up the Supervisor.
- Fill out all paper and electronic requests for new hires and leavers.
- Sourcing and creating purchase requisitions, back up approvals for Department Manager handling of Purchase Orders and receiving of goods and services.
- Classify, code, cross-reference, log and store records.
- Handling external or internal communication or management systems.
- Organizing, arranging and coordinating meetings when required.
- Maintains and prepares reports from manual or electronic files, inventories, mailing lists and databases.
- Maintains payable and receivable accounting files.
- Bills receivables through the current financial systems.
- Policing and training of timecards with employees.
- Arranges luncheons, meetings and client functions, and co-ordinates attendees.
- Arranges travel and accommodation reservations where required.
- Provides mutual back-up support to other administrative staff as required.
- Keys in, edits, proofreads and finalizes reports, statements, invoices, forms, presentations and other documents, using computer systems and software (currently LIMS, BOSS, KRONOS) as required.
- Generates weekly and monthly billing reports where required.
- Group timekeeper on both Kronos and Boss (current systems).
- Open projects in Oracle where required.
- Follow up with clients for trade references, pre-payment invoicing.

**Qualifications**:

- Education: College Diploma or equivalent post-secondary training / experience.
- Experience: 5 or more years of previous working experience in an Administrative related role desired.
- Specific technical skills: Knowledge of good financial administration procedures.
- Must be able to read, understand and follow work instructions in a safe, accurate and timely manner.
- Demonstrates excellent verbal and written communication skills including grammar and composition.
- Proven ability to manage and coordinate multiple projects in a fast-paced, highly professional environment.
- Ability to work well with others & independently with proven leadership skills
- Proven time management skills and a strong attention to detail.
- Works well under pressure.
- Extended hours may be required from time to time.
- Able to train staff in use of various software where required.
- Ensures full compliance with the company’s Health & Safety, Code of Integrity, and Professional Conduct policies.
- Work on tasks on an ad hoc basis.

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