Divisional Administrator

4 weeks ago

Calgary, Canada SPAAR Inc. Full time

**About Us**

SPAAR Inc. is recruiting for a Divisional Administrator. We primarily work with residential new builds, single family homes, and apartment buildings; providing service to roughly 1800 houses a year. This full-time position is based in Calgary.

**The Position**
- Reporting to the the VP of Operations, the Divisional Administrator is responsible for providing administrative support to the Operations and Admin Teams.
- This includes but is not limited to managing all subcontractor related functions from onboarding, cost control, and pay, dealing directly with contractors, builders and developers to confirm accuracy of contracted pricing, and monitoring invoices for quick and accurate billing.
- Duties must be performed consistently with company vision and values and adherence to company policies and procedures.

**Critical Aspects**:

- Ability to assess urgency and prioritize accordingly
- Attention to detail and organizational skills
- Strong background and commitment to customer service
- Excellent verbal and written skills
- Strong ability to problem solve and provide solutions
- Ability to take direction and work as part of a team
- Ability to take initiative and the confidence to be a self-starter

**Key Accountabilities**
- Maintain material price and cross-checking supplier invoicing for quantity and pricing discrepancies.
- Inputting material information as required
- Issue and submit all material PO’s for field supervisors, staff, and subcontractors.
- Manage and implement supplier account setup as required.
- Process internal subcontractor pay. This includes posting to accounting software and reviewing for accuracy.
- Process all other production trade invoices as required. (Other suppliers etc.)
- Manage IPD Scheduling, file creation, and project setup for accuracy
- Track material overages and shortages and adjust labor PO’s as required
- Answering and directing phone calls as required
- Attending and taking detailed meeting minutes, for department meetings
- Maintain contact lists, external and internal (builders, subcontractors, and staff etc.) for department.
- Subcontractor on-boarding, including WCB clearance check, GST, and Company number clearance.
- Daily review of builder portals for job starts, changes orders, and approvals.
- Advise accounting/finance of completed jobs marked ready to invoice

**Qualifications**
- Excellent communication skills, both written, and verbal
- Excellent computer skills, including familiarity with Microsoft Office and adept at learning and adapting to new software
- Attention to detail, criticality to deadlines, multi-tasking, self-motivated, flexible and a team player
- Experience with customer service/dispatching
- Experience in Accounts Receivable is an asset
- Experience in the construction industry a plus

Pay: $50,000.00-$60,000.00 per year

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- Life insurance

Flexible language requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

**Experience**:

- Residential construction: 1 year (required)
- Administrative: 2 years (required)

Work Location: In person

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