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Administrative Support Specialist

2 months ago

Halifax, Nova Scotia, Canada Rentokil Initial Full time

Company Overview:

Rentokil Initial is a leading provider in the pest management industry, dedicated to delivering exceptional services to the property management sector. Our team of certified professionals employs cutting-edge technologies to safeguard numerous residential and commercial properties across the nation.

Position Summary:

The Administrative Support Specialist plays a crucial role in ensuring our clients receive top-notch service. This position involves collaborating closely with Branch Managers, Technicians, and the Support Services team to enhance customer satisfaction across all interactions. Responsibilities include managing new contracts, providing assistance with client portals, distributing invoices along with necessary documentation, and addressing any inquiries or concerns related to billing or account modifications.

Key Responsibilities:

  • Inputting new contracts, job sales, and product sales into the CRM system.
  • Organizing and filing contracts for new clients.
  • Maintaining customer accounts, including updates to contact information and billing details.
  • Executing daily and month-end invoicing processes.
  • Processing and applying credit memos as needed.
  • Ensuring the accuracy of invoices and related data.
  • Uploading invoices into third-party customer portals.
  • Sorting and mailing daily invoice runs as required.
  • Adhering to month-end procedures and deadlines.
  • Generating reports in Excel for customers with specific requests.
  • Verifying service work tickets and posting them in the CRM.
  • Processing credit card transactions within the CRM.
  • Assisting in resolving customer disputes in collaboration with the accounts receivable team.
  • Submitting vendor invoices for payment processing.
  • Monitoring weekly reports with Branch Managers to ensure timely completion of routes and invoicing.
  • Compiling production and sales commission reports for review.
  • Supporting Sales Representatives and Operations teams with customer information retrieval in the CRM.
  • Tracking business and technician licenses for renewal.
  • Assembling informational binders for clients as necessary.
  • Handling shipping and receiving tasks.
  • Performing additional duties as assigned.

Qualifications:

  • Minimum of 2 years of administrative experience in a dynamic professional setting.
  • Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint.
  • Familiarity with Google Workspace, including Google Docs, Drive, Gmail, and Calendar.
  • Able to learn and navigate multiple software systems.
  • Knowledge of vendor portals is advantageous.
  • Exceptional proofreading skills.
  • Strong analytical abilities and attention to detail.
  • Capable of multitasking in a fast-paced environment.
  • Ability to prioritize tasks independently.
  • Excellent verbal and written communication skills.
  • Demonstrated tact and diplomacy in interactions with others.
  • Strong work ethic, punctuality, and professionalism.

Benefits:

  • Comprehensive medical, dental, and vision coverage.
  • Employer-matched retirement savings plan.
  • Paid sick leave and vacation days.
  • Short-term and long-term disability insurance.
  • Life insurance coverage.

Rentokil Initial is an equal opportunity employer and encourages applications from diverse backgrounds, including women, Indigenous peoples, individuals with disabilities, and members of visible minorities. We are committed to providing accommodations throughout the recruitment process in accordance with applicable accessibility legislation.