Commercial Clerk - Keolis Grand River - 18 month contract

This position is responsible for managing the procure to pay cycle for goods and services required by the organization.

Internal Document Control – monitoring incoming internal documents, work with internal document control system to gain approvals for new or revised documents.

Knowledge and Skills

• A highly self-motivated and proactive individual, able to work autonomously and within a team.
• Strong organizational skills, demonstrating a high level of attention to detail.
  
• Possess the ability to solve problem quickly and in uncertain circumstances.
• Effectively communicate and build rapport with stakeholders and employees.
• Adaptable to changing priorities in a fast-paced environment.
• Will be fluent in English with good written and verbal communication skills
• Willingness to learn and take on a variety of tasks.

Experience

• 1-3 years’ experience in a commercial or business administration role.
• Experience with an asset management and document control (ie. Aconex).
• Knowledge of insurance principles an asset.
• Transportation experiences an asset.
• Intermediate proficiency in Mircrosoft Office, including Outlook, Word,Excel and Powerpoint.

Key Accountabilities

Document Control

• Ensure the maintenance and continuous improvement of the internal document control system at Keolis.
• Administer document control processes for internal documentation, in line with Keolis procedures and ISO 9001 principles.
• Upload new and revised Keolis documents to the internal document control system.
• Review upcoming reports and notify responsible area owners.
• Participate in, if requested to, any document control meetings on behalf of Keolis.
• Other duties, as required.

Invoicing

• Establish terms with new suppliers, working with the Accounts Payable team to generate vendor records in AX.
• Manage all invoices, ensuring requirements for approval and financial controls have been satisfied in accordance with Keolis procedures.
• Follow up on payment inquiries.
• Code invoices in accordance with Keolis’ general ledger structure, assigning costs to the correct budget lines
• Maintain complete and accurate records.
• Other duties, as required.

Cross Coverage

• Support the Business Analyst role with internal stakeholders to complete monthly reports.
• Support internal key stakeholders with reports and reporting requirements, as per internal and contractual business requirements.
• Other duties, as required.

Working Conditions

• Regular interaction with vendors, external stakeholders, directors and managers.

Working Hours

• Based upon an average of 40 hours per week normally day shift, Monday to Friday
• This position is hybrid, changes to the hybrid schedule are up to the discretion of Keolis Grand River LP.