Office Coordinator - Burlington, Canada - MottLAB Inc.

Description

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 subcontractors 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 yearend
• 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 multitask
• 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
• Onsite 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