Contract Administration Coordinator

Full-Time | Orillia


Administration Responsibilities:

  • Liaise with staff members and assist with project administration including: correspondence, schedules, minutes, spreadsheets, letters, reports, presentations, specifications, contracts, etc.
  • Prepare and Issue Work Authorizations and Proposals for a variety of Projects
  • Complete PowerPoint Presentations on behalf of Department Managerís
  • Organize, attend and document project and team meetings including the coordination and tracking of action items and deliverables
  • Complete Quality Assurance Reviews of documents prepared by staff members. Review for grammar, spelling and overall professionalism.
  • Maintain ongoing communication with clients, as required by Department Leads to ensure their needs and requests are being maintained.
  • Maintain Internal & External Template Standards
  • Provide Project Management Services for Specialized Projects, as assigned by the Company President, Director of Finance or Department Leads.
  • Assist with reception relief as required. Tasks may include creation of new files, answering phone, greeting guests, organizing paperwork, etc.
  • Plan and book employee travel including flights, hotel accommodations and car rentals
  • Sealing professional documents and drawings, as directed by Engineering team.
  • Complete Security Applications for staff members, as required. Ensure all clearances are maintained and valid.
  • Manage Employee Benefit Program including registration of new employees
  • Manage company website ensuring all information is up to date

Human Resources Responsibilities:

  • Assist Director of Finance with employee vacation tracking
  • Prepare and Post Job-Postings to online forums
  • Review job applications and provide recommendations to Department Lead
  • Complete telephone pre-screening interviews and provide recommendations/summary to Department Lead
  • Complete in-person job interviews
  • Prepare Job Offers and Employee Contracts

Accounting Responsibilities:

  • Post detailed entries to accounting records and handle routine transactions such as customer invoices, vendor invoices, leases and contracts, receipts, payments, and standard journal entries.
  • Complete accounting duties in the areas of Accounts Payable, and Accounts Receivable.
  • Issue customer invoices, as required, and ensure all information is correct (i.e. confirm hours, rates, taxes, dates, etc.).
  • Follow up on overdue accounts and provide information on these accounts to the appropriate personnel on a weekly basis and/or call customers as required.
  • Prepare and maintain accurate and up-to-date credit files for all customers.
  • Prepare and post bank deposits and cash receipts.
  • Post customer retainers, refunds, and/or credits.
  • Enter vendor invoices into the system, as required, and ensure all information is correct (products/services received, quantities, pricing/rates, taxes, dates, etc.).
  • Handle vendor inquires with regard to payments.
  • Review vendor statements for missing or incorrect invoices.
  • Preparation of bank reconciliations.
  • Prepare and enter cheque runs.
  • Prepare government remittances accurately and on time (HST, Payroll, WSIB, etc.).
  • Maintain confidentiality of all Customer, Supplier and company information
  • Assist in preparation of proposals for projects liaising with department managers
  • Assisting receptionist with front desk duties as required
  • Other duties as required.

Requirements:

  • Diploma from a 3+ year college or university degree from a Business Administration, Finance and/or Accounting Program.
  • Minimum of 5 years of equivalent work experience
  • Architectural and/or Engineering workplace experience or experience in a related field is preferred
  • Proficiency in Microsoft Office and presentation support tools, specifically Word, Excel, PowerPoint, Outlook, and Adobe Professional, is mandatory
  • Experience with Ceridian considered an asset
  • Strong ability to work with Microsoft Office (Word, Excel, Power Point, etc.)
  • Strong analytical / mathematical and accounting skills
  • Ability to undertake special studies and reports as required
  • Ability to work under pressure and ability to multi-task
  • Flexibility and excellent organization skills to complete multiple tasks
  • Ability to work independently and in a dynamic team environment
  • Strong communication skills, both verbal and written

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