Administrative Support Agent, Principal Class - Montréal, Canada - Dawson College

Dawson College

Verified Company

Montréal, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Nature of the work:

The principal and customary work of the employee in this employment class consists in ensuring the coordination of a set of administrative tasks from a specific area of activity, specifically the Purchasing department. The employee can also be assigned to one or several tasks that are specialized and are characterized by complexity, expertise and autonomy.

Responsibilities:

Process delivery receipts through CLARA crossreferencing packing slips with Purchase Orders (POs). Create Inventory stickers as needed and generate Material Receiving Reports (MRRs) in conjunction with the accounting department;
Followup with endusers or suppliers for any missing documentation for invoices not matched to an order (tracers) and for clarification on any errors or discrepancies;
Contact Suppliers in order to expedite delivery on all overdue orders;
Act as contact person for customs brokers. Verify that orders for clearance are legitimate and provide them with the necessary information and/or documentation required;
In conjunction with the Purchasing Agent, process requisitions and POs for operational requirements and confirm POs in accordance with College procedures, practices and standards;
In conjunction with the Purchasing Agent, follows up on outstanding POs to ensure timely delivery as requested by Facilities Management managers;
Act as an intermediary between suppliers and College departments to ensure accounts are in good standing to avoid delays in the delivery of products or services;
Obtain pricing for Facilities Management managers for requisitions and POs related to operational matters;
Assist in the training of other departments on the automated purchasing system (Clara); provide followup to ensure proper usage and to advise of new features;
Verify certificates of payment for Construction orders;
Amend Construction POs as per order change requests;
Process Visa reconciliation reports with backup documentation;
Using Clara, initiate, prepare and process "Blanket Orders" for each academic year;
As required, track yeartodate (YTD) expenditures vs. Blanket Orders and suggest adjustments;
Keep informed of laws and rules relative to sales and excise taxes and customs regulations;
Maintain an orderly and uptodate inventory catalogue file;
In Clara, process the return of goods for credit and investigate problems arising from discrepancies between invoices, POs and missing documentation;
Provide the receiving department with required information;
Maintain a record of all tracers sent out;
In Clara, verify signing authorities, budgets, orders to be closed/cancelled, monthly open order report as well as yearend report and followup with the accounting department;
Perform required clerical tasks, i.e., data entry, filing, mail, etc.;
Perform any other related tasks.

Length of the contract:
March 2023 to August 12, 2023

Requirements:

Qualifications:
To have a diploma of vocational studies (DEP) with appropriate specialty or a secondary school diploma (DES) or have a diploma or an attestation of studies which is recognized as equivalent by the competent authority, and have at least six (6) years of pertinent experience.
Conditions:
Pertinent experience in purchasing or supply chain management or in a related administrative role is required
Advanced oral and written English communication skills (testing may be required)
Intermediate oral French communication skills (testing may be required)
Basic written French communication skills (testing may be required)
Must possess strong customer service skills
Task oriented with good analytical and organizational skills
Ability to work in a team environment, exercising both good judgement and initiative
Intermediate level Excel and Basic level Word (testing may be required)

Comments:

Please note that a cover letter addressed to Anca Oprisi is mandatory. If your work experience has changed since your last visit, be sure to attach an updated resume.