Office Administrator - Construction

• Receiving coding and entering invoices maintaining electronic database.
  
• Verifying rates against quotes contracts and POs.
  
• Pairing with field documentation and circulating for signatures.
  
• Making adjustments as required from circulation.
  
• Verifying accuracy of AP entries including weekly spot check on entry data and project allocations scanning for duplicates as well as monthly review of expense chart of accounts.
  
• Liaising with supplier to ensure all required documents for processing payments are on hand including WSIB Form1000 and Certificates of Insurance.
  
• Verifying HST accounts and maintaining supplier account records.
  
• Processing payment runs.
  
• Managing credit requests and application to invoices.
  
• Requesting and maintaining supplier statements.
  
• Reconciling corporate credit cards and processing expense forms.
  
• Managing online account access to supplier websites.
  
• Collecting EFT payment information and maintaining database.
  
• Liaising with field staff for missing paperwork.
  
• Administrative filing for payables and proper documents and record keeping.
• Responsibility for the overall efficient operations of the office.
  
• Monitoring timesheets and income bills.
  
• Updating both paper and electronic customer files and databases ensuring accuracy.
  
• Reviewing time and data management ensuring optimal utilization.
  
• Daily handling of phone calls emails mail and calendar/schedule.
  
• Additional tasks as required.
  

• Maintaining records of rental and leased equipment including locations and hour logs.
  
• Maintaining owned equipment log and allocation journal entries.
  
• Handling Certificate of Insurance requests and updates.
  
• Preparing construction project startup documentation and binders.
  
• Managing administrative inventory and supply requests.
  
• Managing Health & Safety IHSA and field book form supply.
  
• Maintaining Health & Safety record keeping.
  
• Office telephone reception.
  
• Maintaining equipment and tool inventory logs.
  
• Preparing administrative notices for suppliers and employees.
  
• Maintaining filing system.
  
• Calculating payroll project allocations and updating Journal Entries.
  
• Assisting estimating staff with rate data entry.
  
• General office administration.
  

Requirements

• 35 years of Construction Industry related experience is ideal.
  
• Full Cycle Accounting knowledge is a strong asset.
  
• Advanced Quickbooks and Microsoft Office proficiency.
  
• Independent and selfmotivated (quiet and independent work environment)
  
• High level of attention to detail combined with strong organization and problemsolving skills.
  
• Above average data entry and computer skills.
  
• Reliability and dependability is a must.
  
• Ability to work well under pressure.
  

Benefits

• Small office with a significant amount of independence.
  
• Training personal development and growth opportunity.
  
• Full benefits package (extended health care dental vision and life).