Office Coordinator

2 weeks ago

Burlington, Canada MottLAB Inc. Full time

**Purpose**:
Support and handle various functions including accounts receivable, accounts payable, sales, project management and office administration.

**Reports to**:
Vice President of Operations and Vice President of Sales & Marketing

**Key Responsibilities**:

- Work in compliance with the provisions of the Occupational Health and Safety Act & Regulations

Accounts Receivable
- Make A/R collection calls using A/R listing to follow up on older outstanding amounts
- Ensure sub-contractors receive necessary documentation in order to facilitate payments

Accounts Payable
- Code and distribute invoices to Project Managers for approval
- Review vendor statements to ensure all invoices are processed in order for vendors to be paid on a timely basis
- Communicate with Mott when vendors are looking for payment

Sales and Operations Support
- Send out sales literature/samples and keep listing up to date of all customers
- Keep Specifications, Operations Manual, Health & Safety Manual up to date and current
- Work with Operations to create and keep updated project documents
- Organize and maintain sales samples cabinet - ordering new samples when needed

File Organization
- File reallocation for year-end
- Maintain system order in filing cabinets for quotes and orders
- File copies of cheques, job close out sheets and other pertinent paperwork in job files

General Office Duties
- Answer incoming telephone calls and forwards them to the appropriate person
- Open incoming mail and distribute
- Mail outgoing documents
- Send interoffice mail to Mott on a timely basis
- Prepare Canadian courier shipments using various couriers
- Aid Administrative Coordinator with necessary paperwork for a tax or internal audit
- Communicate with both internal and external personnel including: customers, sales personnel, project managers and vendors
- Perform other duties as required

**Skills & Experience**:

- Degree or Diploma in Office Administration
- 5 years of previous office administration experience, preferably including AP and AR, construction industry is preferable
- Intermediate math skills
- Attention to detail is critical
- Intermediate verbal & written communication skills
- Ability to effectively multi-task
- Ability to handle confidential information
- Ability to work under pressure to meet critical deadlines
- Bilingual preferred (not mandatory)

The above are not intended to be an all-inclusive list of the duties, responsibilities and requirements of the job described. Rather, they are intended to describe the general nature of the job.

**Benefits**:

- Company events
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Tuition reimbursement
- Vision care

Schedule:

- Monday to Friday

Supplemental pay types:

- Bonus pay

Ability to commute/relocate:

- Burlington, ON: reliably commute or plan to relocate before starting work (required)

Work Location: In person

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