Administrative Coordinator

Summary

GFL is currently looking for an Administrative Coordinator to work out of the Port Moody office. The successful candidate will possess exceptional communication skills while having the ability to multi-task in a fast-paced environment.

This position requires an enthusiastic individual who presents a professional demeanor and a positive attitude with very high attention to detail.

Key Duties and Responsibilities

Maintain working files as required for area personnel and all levels of branch management.

Sort, review, and distribute all incoming and outgoing mail, facsimiles, and electronic transmissions; and type memos of correspondence as needed.

Provide final review of invoices prior to submission to client. Invoice review will include ensuring the correct equipment, rates, hours, and supplies are used on the jobs.

Confirm accuracy between system information, received paperwork and billing rates / client history.

Investigate and resolve billing discrepancies and provide follow up as required.

Upload invoices into payment portals, where defined by our clients.

Prepare monthly invoices / billing summaries as required by the client.

Review purchase order assigned to the service order to ensure billing accuracy. Follow up with the customer if PO modifications are required.

Participates in regular P&L reviews to understand financials to support operations managers with business strategies.

Other administrative duties as assigned.

Requirements

Experience in billing, invoicing and / or payroll would be considered an asset.

A degree, diploma or certification in business administration, payroll or equivalent would be an asset.

Strong computer literacy. Comfortable working with multiple systems including Microsoft office applications.

Experience working with tools such as ETS, OMS and Workday would be considered an asset.

Reliable means of transportation to get to the office.

Knowledge, Skills, and Abilities

Detailed oriented and ability to maintain a high level of accuracy.

Comfortable working in a multifaceted and dynamic working condition.

Comfortable with multitasking and balancing various priorities (especially during month end closeouts).

Proficient in and comfortable with managing a high number of invoices daily.

Confidence in ability to work in a constantly changing work environment.

Excellent communication skills and the ability to work in a team environment.

Self-starter with the ability to manage multiple tasks and meet deadlines.

Proven interpersonal organizational analytical and problem-solving skills.