Office Administrator

Job Description

Job Title: Office Administrator Department: Finance

Job Status:      Full Time Travel Required: 5 – 15%

Revision Date:  November 20th, Reports To: Plant Manager / Accounting Manager

Direct Reports: None

PURPOSE OF POSITION

Performs a variety of general accounting and other administrative duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive.  Other duties may be required and assigned.

More specifically, the employee will:

• Answers and directs calls as required.
• Handles incoming and outgoing mail and couriers.
• Greet visitors to office and announces them.
• Provide safety equipment and orientation to visitors.
• Monitoring accounting group email box daily.
• Processing vendor invoices (PO and non-PO), and upload AP invoices to Webdoc.
• Processing accounts payable payment runs (EFT and cheques)
• Invoicing customers and email out invoices.
• Cash receipts, deposit and application.
• E-deposit cheques using cheque scanner through bank portal.
• New vendor/customer set-up and on-going maintenance.
• Performs credit checks when required.
• Credit References for new customers and new customer master set-up.
• Input time cards into ERP system for payroll and follows up on incorrect time card coding errors.
• Maintaining document filing system for A/R, A/P records retention physically and digitally.
• Prepare order material costs tracking report, and capital spending tracking.
• Ensure month-end close duties are completed within deadlines.
• Prepare bank reconciliations and major account recs.
• Purchases office and shop supplies online as required.
• Assist with non-inventory supply purchases, requesting quotes, and communicate with purchasing team on issuing PO.
• Maintaining documents for shop.
• CSP Documents, review document to ensure information is readable, line items filled out correctly, down load photos, and up-load to "Z" drive.
• Schedule Accuren for testing, create testing list, review testing reports for accurate info. Up-load to "Z" drive.
• First Aid Reports.
• Possible First Aid Attendant or backup.
• Manage coverall service
• Schedule equipment calibration.
• Up-load equipment calibration to Thrive and calibration binder.
• Organize company events.
• Other relevant duties as required

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong customer service orientation
• Pleasant communication skills
• Detail orientated and accurate (Particularly with respect to data capture in the ERP system)
• Highly organized
• Maintains a clean and organized work environment

EDUCATION – EXPERIENCE – COMPUTER SKILLS

• Grade 12 completion
• Minimum 5 year's experience in a fast-paced office environment.
• Relevant work experience in an accounting (specifically A/R & A/P) role
• Good computer and keyboarding skills.

Proficient in using Microsoft Word, Excel, Zoom, and ERP systems

COMPETENCIES

To perform this position successfully, individual should demonstrate the following work competencies:

• Safety and Security - Observes safety and security procedures; Uses equipment properly.
• Problem Solving - Identifies and resolves issues in a timely manner.
• Communication Skills – Speaks clearly, listens and receives clarification, respond to questions.
• Dependability - Follows instructions, responds to management direction, and takes responsibility.
• Quality Assurance - Demonstrates accuracy and thoroughness.
• Ethics/Professionalism - Treats people with respect; Works ethically and with integrity.
• Organizational Support - Follows policies and procedures.
• Judgment - Exhibits sound and accurate judgment.

ENVIRONMENTAL ADAPTABILITY

• The noise level in the work environment is LOW to MODERATE.
• Primary conditions are performed in an office setting.
• While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outdoor weather conditions.
• Safety glasses and ear plugs are required when in production areas.
• CSA approved steel toed footwear required

WORK HAZARDS

• Ergonomic; body strains, sprains and work-related musculoskeletal disorder
• Minimal psychological: stress, work loads

SAFETY & TRAINING

• Human Resources Orientation
• Payroll & Benefits Orientation
• General Shop Safety Orientation
• Fire Extinguisher Training
• Anti Bullying and Harassment Training

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

A Disclaimer:

This job description is intended to outline the general nature and level of work being performed by individuals assigned to this role. It is not an exhaustive list of all duties, responsibilities, and qualifications required for the position. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. Duties and responsibilities are subject to change at any time, with or without prior notice.