Administrative Assistant

Administrative Support Job Descriptions

Scandinavian Building Services has been a Canadian leader in retail and commercial cleaning for the last 60 years. Starting as a small family owned and operated business in Edmonton Alberta in 1982 to offering full service janitorial and building maintenance across Canada today. We attribute our success to staying true to our core values of Service, Motivate, Respect, and Connect. As we continue to grow we are looking to add an Administrative Assistant to the Scandi Family!

This is a temporary contract for 14 months

Schedule: Hybrid role 8:00 AM to 4:30 PM-with a 1-hour lunch (30 minutes paid and 30 minutes unpaid) 3 days in office and 2 days working from home.

What's in it for you:

• Awarded one of Canada's Best Managed Companies: We're committed to a high level standard of excellence for both clients and our Scandi Family.
• Growth Opportunities: A place to hang your hat. We want our employees to grow with us long term so we offer a tuition reimbursement program for professional development.
• Stability and Job Security: Even through tough economic times we've continued to steadily grow, and we aren't slowing down any time soon. With a strong national presence across Canada and growth into the US.
• Family First Culture: We are and have always been a family owned and operated business. We have family friendly events year-round and affectionately call our team members the Scandi Family.
• Benefits: We offer a comprehensive medical and dental plan as well as personal days off.

What your day to day will look like:

Reporting into the Accounts Payable Team Lead based out of our Edmonton head office.

• Purchase Order Administration (Assisting West Region)
• Communicate with Account Managers and Regional Directors on Owner/Operator (Owner Operator) changes for monthly recurring sites
• Identify any errors from the Purchase Order (PO) before approval and sending them back to the AP Administrator
• Release monthly recurring POs in Kissflow for Owner Operator invoice submission.
• Follow-up with AM's and RD's that have not responded to requests for change notifications
• Investigate and coordinate with AP to correct any duplicate PO's in Kissflow and other potential errors that may arise
• Assign Account Managers/Owner Operator to sites in Kissflow
• Liaise with Account Managers and Regional Directors to correct any PO discrepancies
• Liaise with Owner Operator for any payment related inquiries
• Follow up with Owner Operators for any invoices not received
• Follow up with Owner Operators for WCB compliance

Accounting-Kissflow/Owner Operator Support:

• Respond to Owner Operator inquiries within the Payable invoice process.
• Monitor PO Admin email inbox and direct issue to correct staff role for response and follow up.
• Assist owner operators with access to Kissflow (re-direct to Kissflow Team).
• Create new Owner Operator vendor accounts in Sage to flow through Kissflow

Other Assistant Tasks:

• Offboarded OO file organization for the AP Lead to finalize account reconciliation.
• Review Monthly POs before approval to check for accuracy and tag duplicates.
• Reviewing OO compliance documents and providing the non-compliant OO list to the operations team for inform non-payment until updated documents are received.
• Liaise with the AP OO – East Team, AP Lead and AP Manager for inquiries.
• Documents & Contract details maintenance.
• Other Administrative tasks as required or needed.

What you'll need to succeed:

• Minimum of 2 years in a similar position
• Experience with accounting is an asset
• Willing to be trained in Sage 300 accounting software and proficient in Microsoft Excel
• Data wizard with the ability to learn new systems and programs quickly
• Must be proficient in Excel
• Ability to multitask and keep organized while balancing competing changing priorities
• Ability to work independently and be resourceful while comfortable being the only team member in the office at times

Our interview process:

• 20 minute preliminary phone interview with our Recruiter
• 40 minute to an hour assessment (soft skills and personality)
• 30 minute MS Teams video interview with the Hiring Manager and direct Supervisor for the role

At Scandinavian Building Services we are an equal opportunity employer who values a diverse workplace. We recognize the strength that comes from different experiences, backgrounds and perspectives and welcome all candidates to apply. We feel it is important that all people have access and opportunity to be employed, to be valued and to be respected.