Administrative Coordinator

4 weeks ago

Edmonton, Alberta, Canada Flynn Group of Companies Full time

Job Summary

We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team at Flynn Group of Companies. As an Administrative Coordinator, you will be responsible for providing administrative support to our project teams, ensuring the smooth operation of our day-to-day activities.

Key Responsibilities

  • Manage high-volume file management and ensure all information is up-to-date and accurate.
  • Collect and maintain customer contact and relevant information.
  • Understand the various roles of the Service Department to ensure all calls and information are directed to the correct person.
  • Assist with Accounts Payable and Accounts Receivable on Service billings.
  • Work with various stakeholders to ensure all related documents are present and readily available.
  • Prepare and manage various project-related documents, such as work orders, quotes, purchase orders, change orders, etc.
  • Full-cycle invoicing, including invoicing clients for completed work and matching and approving POs.
  • Manage and accurately document Vehicle or Inspection reports, as well as (Ontario only) ensuring CVOR reports are completed and filed.
  • Prepare warranties as required (standard, OIRCA, etc.) as well as insurance requests.
  • Create and close subcontracts and submit pay requests.

Field Support

  • Collect and review time cards and provide payroll backup if required.
  • Maintain employee paperwork for field personnel to ensure all necessary paperwork is provided and filed.
  • Ensure CVOR logs are sent to the Regional Health & Safety Manager each month.
  • Perform other duties as required.

Requirements

  • Display excellent interpersonal and communication skills, both written and verbal.
  • Able to pay strong attention to detail.
  • Effectively communicate with people at all levels and from various backgrounds.
  • Multi-task, meet pressing deadlines, and anticipate client needs.
  • Work independently as well as in a team-based environment.
  • Experience working in a construction environment is an asset.

What We Offer

  • Competitive wages and benefits.
  • Structured bonus plan.
  • RRSP matching.
  • A great work environment where our motto is "Flynn Family Winning Together".

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