Bilingual Administrative Support, Operations

Job Description

This position provides office support to a variety of departmental professionals and mid-level to senior manager and department heads as well as customers. Incumbents must be capable of multi-tasking to meet the department needs of working with multiple managers and assignments simultaneously.

• Responsible for Global SOL project for all OGC Ports in Canada. Duties including information gathering and organization of data, data input, follow up on daily vessel activity, running reports, updating equipment inventories, maintaining accurate records of SOL documentation, and updating as necessary, coordinating with contact persons at each OGC office in Canada as well as the Global Sales Hubs / Teams associated with this project and by participating in scheduled Training Webinars.
• Reception duties including answering incoming calls and greeting and signing in of visitors.
• Daily front loading of inspection and lab jobs in Order Management (BOSS) invoicing system.
• Work in G6 database to assist with invoicing of laboratory jobs.
• Invoice Verifications – review client invoices and verify accuracy.
• Assist with general office functions as required to assist the department that may include filing, record keeping, organization of office processes, distributing faxes, archiving, mail, entering Purolator waybills, shredding, errands, etc.
• Operation of computer systems, office equipment and machinery.
• Entering data into Excel spreadsheets.
• Assist with payables and receivables functions.
• Assist with collections and payroll functions.
• Assist with Month End Reporting requirements.
• Assist with data input into external Client Systems.
• Contribute towards organization and cleanliness of common office areas.
• Complete required modules in Talent Force (SGS Online Training System).
• May be assigned special or ad hoc projects periodically.
• Managing customer request to SGS (Receiving orders / nomination, front loading in BOSS, preparing physical file)
• Maintain system information updated on a daily basis for all active files (Order Board, OTC, etc.)
• To follow, answer questions, maintain and update work orders (system)
• Gather all needed documentation (reports, expenses, supplier invoices, timesheets, etc.) to be able to invoice files
• Process draft invoice according to applicable contract / pricelist
• Obtain proper approval to be able to release final invoice
• Manage all client requests on submitted invoices
• Perform credit when needed and get manager approval
• New customers set up and modification of existing accounts
• Prepare quotes in system when needed
• 2nd line of collection (via email and phone calls)
• Distribution and filing of all documentations
• May sort, process and verify receipts, expenditures, forms and other documents.
• Prepare and maintain full and accurate financial records of all invoices
• Prepare all needed documentations for Month End
• Iprocurement – Input invoices and all third-party contractor invoices
• Credit card processing and AR inquiry
• Entering payroll in the system and assists with all timecards approval.
• Make sure all payroll adjustments are done and processed
• Provides mutual back-up support to other Administrative staff as required (meals, pause and vacation relief)

Qualifications

Experience : 5 years of previous working experience in a Receptionist / Administrative-related role is required.

KNOWLEDGE / SKILLS / ABILITIES