AddressOffice Administration & Facility Management
- Provide full admin support
- Ensure office operations and administrative procedures operate both efficiently and effectively
- Manage and coordinate office space and furniture requirements
- Manage office supplies inventories and place orders as needed
- Processing of office purchase requisitions/purchase orders, invoices and expenses
- Main contact for building management – act as a liaison with building facilities, vendors, repair contractors
- Assist in planning and arranging events, including organizing catering
- Manage reception area and look after visitors
- Manage third-party vendors for office administration needs to ensure strategic and cost-effective use of services
- Joint Health & Safety Committee member, attend quarterly meetings and employee training, pursue ongoing initiatives to improve safety and awareness within the company
- Maintain office seating plans and contact lists
- Retrieve mail from mailbox and distribute to appropriate parties
- Purchases: all office/warehouse supplies
- Purchases: capital assets purchases to be routed through Inmar Procurement
- Documenting Specs for any system enhancements as needed / required
- Systems testing if required
Accounting
Accounts Receivable (Billing & Collections)
- Customer Billing
- Entering additional applicable charges
- Running queries and reports to support all month end invoicing
- Sending invoices, back-up documents and reports to clients via email or mail
- Audit Billing Rates in Internal System
- Accounts Receivable follow-up and collections emails to clients to inquire about outstanding invoices and when payment may be expected
Accounts Payable
- Credit issuance for Check writing Clients
- Issue dispenser return credits via checks on behalf of clients
- Accounts Payable Processing (coding and approval management)
- Receive, log, and enter coding onto vendor invoices and submit them to upper management for approval
- Cheque validation (CFP)
- Review and Audit all Freight Bills
- Bill back applicable shipments to clients
- Transfer freight bills to Inmar as requested by CS / dispensers
- Contact freight company to transfer invoice to Inmar and bill back charges to associated clients
Analysis/Reporting
- Record keeping/filing of all financial records
- Assist with month end reconciliation of cheque writing accounts
Transition Items
- Request check issuance from Corporate for Check writing clients
- Send check-writing file to Corporate for checks to be issued for dispenser return credits
Other
- Process and manage Liquidation orders for Canada (Bass Pro Shop)
- Support all functions of administration as required
- Other duties as required
Task Competencies
Administrative: Company support that includes general office management, answering phones, speaking with clients, assisting an employer, clerical work (including maintaining records and entering data), working with spreadsheets, basic financials and numbers, or a variety of other tasks.
Operational: Tactical and functional tasks related to the routine functioning and activities of the business, including tasks and activities that maintain and sustain the system. Administration of business practices and processes to create the highest level of efficiency possible. It can include converting materials and labor into goods and services to maximize profit.
Project Management: Management and administration tasks that relate to a project with a defined beginning and end in time. It includes tasks that are in a project’s define scope and resources and can include specific project tasks involving initiating, planning, executing, controlling, and closing the work of a team to achieve specific goals and meet specific criteria in a specified time.
Education
- Post-secondary education, preferably in office administration
- Excellent planning and organization skills, with an eye for detail
- Customer service mindset and focus
- Strong written and verbal communication skills
- Proficient with MS Word, Excel, PowerPoint
- Experience with Google Docs, Google Sheets, is an asset.
- Previous relevant experience an asset
- Strong organizational and time management skills
- Able to work autonomously
- Flexible and able to prioritize
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