This position reports directly to the Department Manager and will be working within the FMO team located at 60 Cutler Avenue, Dartmouth, NS. The position involves supporting our operators and technicians, supervisors, managers, and clients as well as assisting in maintaining a productive and efficient operation for the execution of assigned contracts within the FMO Department. This will be accomplished through performance of administrative duties ensuring that standard company procedures and specific instructions are followed. The Administrator role is responsible for working within our computer based program (JD Edwards) including the opening and closing of work orders through to invoicing, purchase orders, managing work order back log and our Work in Progress (WIP) report, and general support for technicians and supervisors.

As the ideal candidate you:

  • Are focused on a long term career
  • Are prepared to invest, with the proper training, the time necessary to take your career to the next level
  • Enjoy connecting with people on the phone, email or face-to-face
  • Are organized and are able to identify improvements
  • Have the ability to work in a self-directed way within a team environment
  • Have the discipline to meet deadlines and keep on schedule
  • Understand the importance of demonstrating value, having fun and being invited back

For the ideal candidate, we offer:

  • Immediate / ongoing training
  • Insightful mentorship / technical support
  • Career growth opportunities
  • Company benefits

Duties and responsibilities include but are not limited to the following:

  • Providing telephone support; dispatching, investigating and resolving clients inquiries
  • Prepare new Vendor/Customer set up request forms
  • Enter/update customer contact information
  • Weekly Time Entry-back-up as required
  • Open/Manage/Close work orders
  • Open/Manage/Close purchase orders (PO’s) including daily receipt of technician PO’s
  • Setting up and monitoring large contracts through lifecycle
  • Generate and issue demand work order invoices to clients
  • Manage WO Exceptions report and RNV report
  • Respond to inquiries regarding accounts payable/receivable
  • Support field staff with general inquiries
  • Work with Operations on scheduling and bidding
  • Prepare customer reports as required

COMPETENCY REQUIREMENTS

  • Communicates Effectively
  • Customer Focus
  • Holds Self and Others Accountable
  • Problem Solving and Innovation
  • Teamwork and Collaboration

EDUCATION REQUIREMENTS

  • Administration or Accounting Certificate/Diploma would be considered an asset, but not required

WORK EXPERIENCE REQUIREMENTS

  • Administration experience would be considered an asset;
  • Knowledge and/or experience in accounts payables/receivables would be considered an asset;
  • JD Edwards or similar CRM experience would be considered an asset;

SKILLS, ABILITIES, AND OTHER REQUIREMENTS

  • Motivated and able to work with deadlines;
  • Organization and time management;
  • Strong written and verbal communications skills are required;
  • Proficient in MS Office (Word, Excel, Project);