Office Administrator

The purpose of this job is to organize and coordinate the daily office operations to ensure effectiveness, efficiency and ensure excellence in customer service

DUTIES & RESPONSIBILITIES

The following is a list of the essential duties and responsibilities of this job. The tasks and time spent performing each task may vary as business needs require. ServiceMaster Clean maintains the right to modify job duties and responsibilities at its discretion.

DUTIES

Monitor and redirect all correspondence through email and telephone for the established core operational hours between customers, suppliers, Area Manager/Franchise Manager, Operations Managers and crews to ensure all relevant information is being communicated in a timely manner
Place customer clearance calls and/or emails for each day’s work and report any changes or requests to the appropriate people
Communicate with crew members to ensure they possess security clearance for each job and that customer concerns and inquiries are addressed in an efficient and timely manner.
Maintain WSIB, Insurance Clearance Certificates and “ComplyWorks” premiums to avoid expiration
Prepare quotes/proposals and contracts for customers as needed and actively keep customer contracts up to date
Participate in weekly scheduling meeting with operations and Area Manager to assist with scheduling
Print invoices and crew work orders for weekly assignments
Coordinate incoming and outgoing access to keys and passes distributed to crew members by keeping accurate logs and notifying Area Manager of any missing keys or passes immediately
Reconcile Rider K's with yellow invoices on a weekly basis and verify any customer services with the Area Manager
Prepare month end crew reports and employee statements by the 8th of each month and submit for payment.
Enter costs from sign out sheet into crew monthly statements Complete month-end accounting records by finalizing invoices for each month by posting invoice batches, reconciling sales journal, completing fee report on direction and submit data into "SVM Link" software application
Produce and reconcile crew HST reports each month and print a report for payment each quarter
Calculate shared A/P billing and send out internal billing by the 15th of the following month
Order and maintain office supplies including, but not limited to: printer supplies, stationary, cheques, business cards, postage materials etc. to ensure an adequate supply is available
Maintain photocopier & telephone access codes
Assist with reception duties as needed
Keep personal work space neat and orderly
Perform other duties as they may be assigned by the Area Manager

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty listed above satisfactorily. The requirements listed below are representative of the knowledge skills and abilities required. Employees who do not possess the requirements for a job at the time of hire are expected to attain the skills, knowledge and abilities required within a specified period of time as agreed upon, in writing, with the General Manager/Area Manager/Franchise Owner. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Characteristic and Ability Requirements

Strong communication skills both written and verbal
Highly organized with attention to detail
Demonstrated sound work ethics
Proven ability to build and maintain strong working relationships
Flexible, adaptable and able to work effectively in a variety of settings
Team player that fosters team-based learning
Works well independently and in a team environment
Maintain discretion in all dealings

Educational Requirements

Education Required: Community College Diploma in Office Administration

Other Education/Certification/Training preferred: n/a

Work Experience Requirements

Work experience required: 3 - 5 years in an administrative capacity

Job related experience required: n/a

Other Requirements

Ensure safeguarding and confidentiality of all customer lists and internal proprietary information and work products

Technical Requirements

Equipment: Calculator, Computer, Photocopier, Telephone, Fax Machine

Software: Outlook, Word, Excel, Direction, NotePager Pro

Other: WHIMIS Training

Competencies

Accountability - sets standards of performance for self; assumes responsibility and accountability for successfully completing tasks; encourages others to take responsibility.
Adaptability – treats new situations or changes as an opportunity for growth; focuses on the benefits of change; speaks positively about the change; modifies behaviour effectively and tries new approach without resistance.
Builds Trust and Respect – treats people with dignity, respect, and fairness; listens to others and considers opinions and ideas; shares thoughts, feelings, and rationale for decisions made, operates with integrity.
Customer Focus – effectively meets the needs of our customers; both internal and external, builds proactive relationships, takes responsibility for customer satisfaction.
Manages Work – manages one’s time and resources to ensure work is completed effectively and efficiently; effectively allocates own time to completing tasks, while leveraging available resources; stays focused and prevents distractions from work completion.
Problem Solving – develops solutions for work issues by examining root cause of issues, identifying cause and effect, and identifying potential solutions.
Quality Standards – sets standards for excellence in work and procedures to achieve high quality, productivity, and efficiencies; checks processes and tasks to ensure high quality output; takes corrective action to correct problems or notifies others of quality issues.
Safety Awareness - identifies safety issues/problems and informs the appropriate individual when issues arise; reports unsafe working conditions; makes recommendations for correcting safety and security concerns.
Teamwork – contributes to building a positive team environment; supports successes, recognizes accomplishments; provides feedback; exhibits openness to others perspectives; balances responsibilities.

Physical Requirements

This position requires low level of physical exertion. Moderate intensity of sensory effort is required.

Working Conditions

There is a low risk of exposure to adverse working conditions.

Please add additional job-related skills or attach additional sheets: None

Compensation: $25.00 - $30.00 per hour

By joining ServiceMaster Clean, you will be part of an industry leading company with over 65 years of expertise in Canada and opportunities from coast to coast. You'll be part of a talented network of employees with a shared vision. Our environment is a diverse community where successful people work together to achieve common goals.

ServiceMaster Clean takes great pride in exceeding the expectations of our customers. Behind our commitment to excellence are five key attributes that define who we are and what makes us different from any other.

We Are Experts and dominate the industry in scale and scope with an adaptable, extensive network that consistently delivers exceptional results

We Are Committed to our customers and are guided in all we do by their needs.

We Are Complete and seek to provide exceptional service and engage in proactive behavior.

We Are Driven to pursue the highest standards and continuously improve in all aspects of our business.

We Are Steadfast and here for the long haul with consistent service that ensures ongoing customer satisfaction

This franchise is independently owned and operated by a franchisee. Your application will go directly to the franchise, and all hiring decisions will be made by the management of this franchise. All inquiries about employment at this franchise should be made directly to the franchise location, and not to ServiceMaster of Canada Ltd.

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