Position Overview

The Office Administrator provides administrative support to the team primarily in the areas of billing and procurement by efficiently executing procedures and processes to meet business objectives and customer expectations. Enters data, vendor information, produces correspondence, and acts as the inbound receptionist for all customer calls and inquires. This position reports to the Director, Administrative Services.

Key Job Responsibilities

Customer Support

• Acts as primarily phone receptionist for inbound calls and inquires to the Branch/Region and responds promptly to their needs.
• Arrange the processing, exportation and tracking of all outgoing packages (mail, Fed-Ex, UPS, Purolator, etc.) for the Office. Distribute all incoming packages
• Maintenance of all office equipment
• Delivery of all postage
• Maintenance and ordering of office supplies for the Branch
• General administrative support on an as-needed basis (copying, coolating etc.)

Billing

• Routinely check orders for all legacy brands.
• Check orders for accuracy, profitability (may have to do a job cost) and invoice
• Send direct bill invoices to contact on invoice (AE, DET or TSM etc.) to forward to customer or send to customer directly - update SAP with information
• Handle billing disputes and discrepancies and communicates resolution to all parties

Purchase Orders

• Process invoices from vendors by entering them into SAP to create a Purchase Order and follow process in order for the vendor to be paid by Finance.
• Send a copy of the external purchase order to vendor to ensure the PO number is noted on their invoice to us.
• Monitor Cross Rental Purchase Orders to ensure correct GL codes are used and costs are charged appropriately on customer orders
• Maintain and track POs for reconciliation. Monitor ZPO Display report for Purchase Orders monthly, to ensure all is accurate for the accruals.

Accounts Receivable

• Enter payments received directly from customers into the billing system, Polaris and reconcile.
• Processes customer payments via Moneris (only for legacy Encore for now)
• Ensure Credit procedure is being following by all parties concerned
• Continuous follow-up of accounts receivables with customers for legacy Encore

Other

• Back Up for other Admin when needed
• Assist with month end responsibilities as required
• Assist with other duties when needed
• Assist with internal celebrations, parties, meetings, etc.
• Special Assignments

Job Qualifications

• High School Diploma
• 1+ year experience in an administrative support role.
• Knowledge of computer systems and various applications.
• Excellent written and verbal communications skills
• Discretion and availability
• Professional proactive demeanor

Competencies (by Core Values)

• Concern for Quality
• Exceeds Customer Expectations
• Communication
• Teamwork
• Integrity