Administrative Assistant - Construction

Construction Administrative Assistant - Billing

About us :

Our family-owned business is founded on our commitment to our customers, the promise to never compromise the quality of our service and the passion and love for the trade.

Our team of painters and contractors is at your service and work to meet and exceed your expectations. Our customers are our utmost priority.

We commit ourselves to providing exceptional service and strive to exceed all of our customer’s needs. We are professionals who take pride in our work and will not compromise the quality of our service

experience in billing administration, is passionate, professional, has a positive attitude, and shares our obsession with customer service.

Working from our Mississauga, ON location.

Responsibilities :

• Match supplier invoices to work orders and purchase orders
• Complete administrative tasks related to construction projects, including document control, correspondence, and record-keeping
• Execute project management administrative tasks such as managing billings, invoices, purchase orders and inventory reports, among other project financial control documents.
• Review supplier invoices for accurate billings and coding
• Prepare open jobs report for project managers to track billing requirements
• Enter supplier invoices and work orders into Viewpoint accounting system
• Respond to inquiries from vendors
• Cheque releases
• Complete credit applications to setup accounts with new vendors
• Reconciling vendor statements
• Monitor work orders and record completed work
• Establish and maintain contractor contact lists
• Create and maintain equipment and fleet files
• Assist with preparation and distribution of reports as required
• Correspond with clients and subcontractors via email and phone as required
• Provide other administrative office support as required by Operations staff
• Front desk reception which includes answering and directing calls, assisting and directing visitor

What We Are Looking For :

• Demonstrate high attention to detail
• Self motivated and confident with excellent verbal and written communication skills
• Experience working in the construction industry is an asset but not required
• Intermediate level computer skills with Microsoft Office, Databases and Accounting Software(QuickBooks)
• Analytical / problem solving skills
• Interpersonal skills in order to build constructive and effective relationships
• Assertive, comfortable communicating with various types of individuals.
• Good organizational, time management and prioritizing skills; Ability to follow through and complete overlapping projects.
• High level of critical and logical thinking, analysis, and / or reasoning to identify underlying principles, reasons, or fact
• Time management – ability to work within tight (scheduled and unexpected) deadlines, uses time effectively

Education & Experience :

• Previous construction / trades experience considered an asset
• 2+ years administrative experience
• Excellent working knowledge of Microsoft Office products
• QuickBooks or similar accounting systems experience is an asset

We are proud to offer our employees what they value most :

• Competitive compensation
• Excellent extended health benefits
• Work-life balance
• A culture based on our values of Passion, Integrity and Community

Working Conditions :

• Mix between Construction Site & office atmosphere
• Requires manual dexterity for data entry
• Ability to sit for long periods of time

We thank all candidates for their interest; however only those most qualified will be contacted.