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Administrative Coordinator

1 month ago

Mississauga, Ontario, Canada Manny's Painting and Decorating Inc. Full time
About Manny's Painting and Decorating Inc.

We are a family-owned business committed to delivering exceptional service to our customers. Our team of painters and contractors is dedicated to meeting and exceeding your expectations.

Job Summary

We are seeking an experienced and versatile Administrative Assistant to join our growing professional trades team. This individual will be responsible for managing billings, invoices, and purchase orders, as well as providing administrative support to our project managers.

Key Responsibilities
  • Match supplier invoices to work orders and purchase orders
  • Complete administrative tasks related to construction projects, including document control, correspondence, and record-keeping
  • Execute project management administrative tasks such as managing billings, invoices, purchase orders and inventory reports
  • Review supplier invoices for accurate billings and coding
  • Prepare open jobs report for project managers to track billing requirements
  • Enter supplier invoices and work orders into Viewpoint accounting system
  • Respond to inquiries from vendors
  • Cheque releases
  • Complete credit applications to setup accounts with new vendors
  • Reconciling vendor statements
  • Monitor work orders and record completed work
  • Establish and maintain contractor contact lists
  • Create and maintain equipment and fleet files
  • Assist with preparation and distribution of reports as required
  • Correspond with clients and subcontractors via email and phone as required
  • Provide other administrative office support as required by Operations staff
  • Front desk reception which includes answering and directing calls, assisting and directing visitor
Requirements
  • Demonstrate high attention to detail
  • Self motivated and confident with excellent verbal and written communication skills
  • Experience working in the construction industry is an asset but not required
  • Intermediate level computer skills with Microsoft Office, Databases and Accounting Software(QuickBooks)
  • Analytical/problem solving skills
  • Interpersonal skills in order to build constructive and effective relationships
  • Assertive, comfortable communicating with various types of individuals.
  • Good organizational, time management and prioritizing skills; Ability to follow through and complete overlapping projects.
  • High level of critical and logical thinking, analysis, and/or reasoning to identify underlying principles, reasons, or fact
  • Time management – ability to work within tight (scheduled and unexpected) deadlines, uses time effectively
What We Offer
  • Competitive compensation
  • Excellent extended health benefits
  • Work-life balance
  • A culture based on our values of Passion, Integrity and Community
Working Conditions
  • Mix between Construction Site & office atmosphere
  • Requires manual dexterity for data entry
  • Ability to sit for long periods of time