Administrative Support Specialist

2 days ago

Vaughan, Ontario, Canada Rentokil Initial Full time
Ambitious Administrative Professional Wanted for Ambiance Operations

We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our Ambiance Operations team at Rentokil Initial. As a key member of our team, you will provide exceptional support to our operations teams, vendors, and customers, ensuring seamless coordination and execution of projects.

About the Role:

  • Process and release billing for all chargeable sales related to completed installations.
  • Enter and manage sales orders, ensuring all necessary documentation is sent to branches.
  • Set up customers for electronic billing (e-billing), and update in-house data base.
  • Assist with resolving billing or invoice-related issues.
  • Collaborate with warehouse staff on order requests and address discrepancies.
  • Provide support and work closely with Ambius colleagues across Canada.
  • Manage purchase orders by issuing, receiving, and processing through two systems (Coupa & NAV 13).
  • Code and process accounts payable invoices.
  • Coordinate with operations teams, vendors, and customers as needed.
  • Assist the Support Services Manager with month-end data to meet deadlines.
  • Submit required paperwork within designated timeframes.
  • Support accounts receivable and collections processes when needed.
  • Work with customers, managers, operations, warehouse, and sales teams to resolve billing issues and other general matters.

Requirements:

  • Completion of post-secondary education (College or University).
  • Preferred background in a related field of study.
  • Minimum of two years of experience in an administrative position.
  • Proficient in Microsoft Word, Excel, and PowerPoint.
  • Experience with Coupa, NAV13, and JDE is considered an asset.
  • Capable of managing multiple tasks simultaneously.
  • Strong organizational skills.
  • Ability to prioritize tasks and work effectively without direct supervision.
  • Excellent verbal and written communication and organizational skills.
  • Strong listening skills.
  • Focused on quality and customer satisfaction.
  • Proactive, action-oriented, and self-motivated.
  • Demonstrates a strong work ethic and maintains a professional demeanor.

What We Offer:

  • $60,000 - $80,000 per year, depending on experience.
  • Company-paid holidays, vacation, and sick time.
  • Excellent health benefits, including medical, dental, vision, and life insurance.
  • Employee Assistance Program offering free counseling services and other benefits.
  • Retirement Savings plan with competitive company matching contributions of 3.5%.
  • Employee discounts on various products and services.
  • Uniforms provided.
  • Fantastic tuition reimbursement benefits and scholarship programs.

Contact Information: If you require any accommodations during the interview process, please contact our HR Department.

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