Operations Specialist

3 weeks ago

Montréal, Canada Adecco Group Full time

**About the role**
JOB SUMMARY: Reporting to the Managing Director, the Operations Specialist works directly with the sales team on Consultant Management and maintenance activities; not limited to Consultant onboarding, off boarding, timesheet follow up and reporting and manages any specific administrative contractual requirements as needed in the branch. Additionally, this position manages all office functions for the branch, not limited to reception, reporting and Accounts Payable.

**What you’ll be doing**
ESSENTIAL FUNCTIONS:
Reception
- Arrives promptly for the opening of branch. Greets visitors and ensures they sign in to align with health and safety procedures.
- Responsible for answering and routing incoming calls, if the branch doesn’t have an automated attendant; distributing messages, mail, incoming faxes and outgoing courier deliveries
- Responsible for ordering and maintaining office supplies and/or equipment, Kitchen supplies, marketing collateral and Modis promotional items as needed Office Management
- Provides onboarding training of office procedures for new colleague hires and provides technical support as required.
- Manages and maintains office procedures, not limited to Equipment Processes
- Manages accounts payable for the branch; oversees branch monthly expenses and follows up with AP as needed.
- Produces invoices for sub vendors or RFPs and submits to AP.
- Responsible for Branch compliance and reporting follow up with Toronto (% report from Toronto)
- Acts as the sole Branch Health and Safety representative; conducts inspections and/or investigations, attends monthly meetings, and orders first aid supplies. May be required to participate in First Aid/CPR training as needed.
- Liaises with building management to coordinate security access and maintains access codes for the branch.
- Communicates all new and current Modis policies and procedures to the consultants and colleagues.
- Attends regularly scheduled administrative meetings.
- Responsible for all other duties as assigned by Manager or Corporate Head office Consultant Management
- Manages and on-boards all consultant new hire paperwork, including contracts, policies, guides and payroll instruction and ensures proper completion of required paperwork. Ensures that Consultant background and credit checks information is completed and submitted to the client, where applicable.
- Ensures submission of consultant weekly timesheets not limited to a billable-hours timesheet, Paid Time-Off Timesheet or Holiday Timesheet by running the appropriate PeopleNet, Fieldglass or Beeline tool. Will submit zero hour timesheets, when necessary. Reviews PeopleNet reports to ensure all timesheets have been processed and creates missing timesheet spreadsheet for consultants who did not submit zero hours.
- Ensures consultant initial placement and updated payroll and billing data are submitted to the Back Office (Toronto) on a regular basis to ensure assignment information is accurate and current.
- Manages the PeopleNet dashboard and monitors timesheets/invoices. Assists the Back Office with correcting timesheets or billing/invoice issues as requested.
- Generates reports such as required; the Starts and Ends Report, Headcount Stats Report, the Key Metrics report and any other ad hoc reports as assigned.
- Ensures COSMOS data is updated regularly with Consultant changes.
- Responds to all inquiries from consultants (for Records of employment, address changes, employment letters, etc.)
- Regularly audits New Hire Checklist documents for accuracy. Manages and files of all contracts and consultant documents as needed.

SECONDARY FUNCTIONS:

- Organizes and prepares employment packets, Christmas cards, consultant addresses, etc.
- Coordinates office volunteer efforts as well as Staff, Client and Consultant social events, if applicable.
- May be required to perform translation tasks
- Performs backup duties for other administrative functions (coordinated with other branches) as needed.

**About you**
TRAINING REQUIREMENTS:

- Complete all AULearnCenter training within first 30 days of employment.
- Training on the new consultant onboarding process. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations will be made upon request to enable individuals with disabilities to perform the essential functions.

EDUCATION & EXPERIENCE:

- 2-5 years’ work experience, some of which must have been in an administration capacity, preferably within a similar industry.
- Completion of Community College or equivalent preferred.
- Security Level Clearance (must be able to obtain Secret level), as required.

SKILLS & OTHER POSITION REQUIREMENTS:

- Strong communication skills both verbal and in writing
- French communication skills is considered an asset
- Excellent and professional customer

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