Office Administrator

Office Administrator / Coordinator

Position Overview

Reporting to the Project Management Team, the Office Administrator position supports the branch and all divisions through a variety of administrative tasks that may include report preparation, AP/AR entry, invoicing, reception duties, data entry, ordering supplies, filing, documentation preparation, organizing staffing, scheduling and coordination with suppliers, vendors, customers, and clients.

Job Duties

● Support the branch and all divisions with a wide range of administrative, bookkeeping, and accounting tasks.

● Including but not limited to:

• Reception: answer and direct phone calls, prepare job files, update internal systems
• Accounting: assist with AP/AR entry and invoicing, time cards, job costing
• Dispatch: data entry, and scheduling
• Human Resources: assist with recruitment, new hire packages, submit forms, filing, assign and monitor training
• Health and Safety: submit WCB forms, monitor leave of absence claims, and filing
• Provide support and oversight for our Contents operations.
• Maintain and organize content tracker for location and condition of content in the warehouse
• Provide reports and weekly updates to the Project Manager and Project Manager Assistant on the status of the content
• Ensure content is properly and effectively listed, photographed, packed, cleaned, stored and returned throughout the restoration process as required (includes restorable and non-restorable content)
• Coordinate with Dispatch on staffing requirements for efficient turnaround of content processing
• Coordinate with the Project Manager, Project Manager Assistant, Adjusters and Homeowners for set-up of viewing and disposal of non-restorable items
• Obtain necessary sign off to allow for disposal of content
• Oversee and maintain stock and organization of the supplier cage
• Provide excellent customer service
• Work under time constraints to meet specific timelines
• Ensure attention to detail and keen sense of safeguarding other people’s property and information
• Will practice good housekeeping at all times to ensure a safe and non-cluttered workspace
• Participates in and demonstrates an understanding of safety principles and practices; follows all safety policies and procedures to support a safe working environment, including safe operation of machines and equipment
• Comply with all First General Services ​policies and procedures, as well as legislative requirements
• Any other reasonable duties as assigned by their manager
• Attend all First General Services ​sponsored training courses

Qualifications

● Post-secondary administration courses / certification preferred
● 1+ year experience in office administration preferred
● Proficiency with Quickbooks is preferred
● Construction / Restoration / Insurance experience an asset
● Quick learner, detail oriented and self-motivated
● Demonstrates the importance in personal professional presentation
● Experience using office equipment (telephone, copiers, scanners, fax, printers, etc.)
● Keen eye for detail
● Comprehensive understanding of customer service, principles and practices
● Eligible to operate a motor vehicle per First General Services’s ​vehicle policy
● Ability to work within a team or independently as needed
● Strong written and verbal communication skills
● Proven ability to multi-task in a fast paced environment
● Basic computer and/or tablet/iPad experience with Microsoft Office programs such as Excel, Word and Google Suite
● Willing to work evenings, on call and weekends when requested (less than 5% - 8% of time)
● Periodic travel may be required
● Criminal Record Check

Physical Demands

● Frequent lifting from 5-40 lbs, unassisted (from 35-65% of the time)
● Occasional lifting from 41 lbs +, assisted (up to 50% of the time)
● Sustained periods of standing, sitting, and walking.

Job Types: Full-time, Permanent

Salary: $20.00-$26.61 per hour

Expected hours: 40 per week

Benefits:

• Casual dress
• Dental care
• Extended health care
• Paid time off
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Education:

• Secondary School (preferred)

Ability to Commute:

• Saskatoon, SK S7L 5X7 (required)

Ability to Relocate:

• Saskatoon, SK S7L 5X7: Relocate before starting work (required)

Work Location: In person