Office Administrator

Reports to: Branch Manager                                        Classification: Overtime Eligible           

Location: Etobicoke, ON                                               Date: January 2017 

  

Safway® scaffold solutions have been used by over 50,000 customers – ranging from Fortune 500 companies to local subcontractors. With one of the largest in-house engineering departments in the industry, specialized scaffold options can be designed to meet any challenge. Safway is a recognized leader, providing scaffolding and access solutions along with specialty services for projects of any size and scope across North America. At any given moment, through our network of approximately 85 branch locations in the U.S. and Canada, Safway Services is involved in thousands of exciting projects, from industrial and infrastructure applications to commercial construction.

 

We are seeking an Office Administrator for our Toronto Branch located in Toronto. The Office Administrator performs a variety of office tasks to support office operations and to maximize branch revenue and profitability.

  

DESCRIPTION OF ESSENTIAL DUTIES:

  • Process billing and perform accounts receivable duties to ensure prompt and accurate payment.
  • Perform accounts payable activities. Match bills to purchase orders, identifying and rectifying problems and ensuring that correct items and quantitates have been received. Perform accounts payable coding.
  • Perform collections duties, including calling customers for payment, documenting call details, researching customer disputes, applying customer payments, and processing and maintaining all credit card payment records.
  • Answer vendor inquiries relating to accounts payable matters and reconcile discrepancies. Perform research and provide answers to vendor and/or internal accounts payable inquiries.
  • Perform payroll processing activities. Prepare the hourly payroll to pay for all hours worked in an accurate and timely fashion in accordance with operating procedures, federal/state tax withholding requirements, and, where applicable, the collective bargaining agreement.   Process, where applicable, union due changes. Edit data entry, prepare transactions, and post labor used to required accounting reports. May enter new hires and issue pay cards.
  • Process contracts for indemnification review and submit certificates of insurance and OCIP requests
  • Enter and maintain safety training records.
  • Properly administer and account for a petty cash account.
  • Perform job cost duties, including maintaining spreadsheets, creating and closing job numbers, and ensuring accuracy of job costing data.
  • Fill out and/or properly handle shipping and receiving documents, perform administrative duties tied to annual physical inventories, and serve as back up for the Operations Manager by doing shipping and returns of equipment.
  • Maintain and/or oversee branch personnel files, I-9 and Everify compliance, and branch training records.
  • Answer phones, responsible for filing, distributing mail and other office related tasks.
  • Ensure compliance with Accounting chart of accounts.

 

QUALIFICATION REQUIREMENTS:

  • Requires education generally equivalent to a high school diploma. It is desirable for the incumbent to have attained additional business related education or specialized training.
  • Requires 2 to 3 years of administrative/office experience, preferably with payroll experience
  • It is desirable for the incumbent to have previous experience in the construction industry.
  • Requires excellent oral and written communication, skills to effectively communicate with employees, customers, and personnel at other branch offices and Corporate.
  • Requires ability to process complex time sensitive data and information from multiple sources, make decisions based on this data, and to effectively communicate the related required actions to customers and staff.
  • Requires the ability to think critically and problem solve; process and handle confidential and sensitive information with discretion, good organizational skills and good judgment in making decisions.
  • Strong understanding and knowledge of word and excel, and Business related operations software is preferred.
  • Knowledge of a payroll system (Ceridian, Kronos, etc) is required.

Safway is an equal opportunity employer and is committed to providing employment opportunity to all individuals. We are also committed to accommodating applicants and employees with disabilities to ensure they have the right tools and support to do their job.

We are pleased to offer a selection of competitive lifestyle benefits which could include a Group RRSP plan with company match, medical, dental, vision, life insurance, AD&D, disability, and paid time off. We support career advancement through professional training and development.  

 

Equal Opportunity Employer, including disabled and veterans.

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