Administrative Coordinator - Operations

Company Description
We are SGS – the world’s leading testing, inspection, and certification company. We are recognized as the global benchmark for quality and integrity. Our 96,000 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer, and more interconnected world. In Canada, SGS employs over 2,000 team members across 70 locations.

This position provides office support to a variety of departmental professionals and mid-level to senior manager and department heads.

• Handling external or internal communication or management systems.
• Generates weekly and monthly billing reports where required.
• Determine process and verify software applications, receipts, expenditures, forms and other documents.
• Sourcing and creating purchase requisitions, back up approvals for Department Manager handling of Purchase Orders and receiving of goods and services.
• Follow up with clients for trade references, pre-payment invoicing.
• Keys in, edits, proofreads and finalizes reports, statements, invoices, forms, presentations and other documents, using computer systems and software (currently LIMS, BOSS, KRONOS) as required.
• Maintains payable and receivable accounting files.
• Bills receivables through the current financial systems.
• Group timekeeper on both Kronos and Boss (current systems).
• Classify, code, cross-reference, log and store records.
• Arranges travel and accommodation reservations where required.
• Provides mutual back-up support to other administrative staff as required.
• Incumbents must be capable of multi-tasking to meet the department needs of working with multiple managers and assignments simultaneously.
• Policing and training of timecards with employees.
• Open projects in Oracle where required.
• Maintains and prepares reports from manual or electronic files, inventories, mailing lists and databases.
• Fill out all paper and electronic requests for new hires and leavers.
• This position provides office support to a variety of departmental professionals and mid-level to senior manager and department heads.
• Arranges luncheons, meetings and client functions, and co-ordinates attendees.
• This position operates under limited supervisor. Often assigned tasks to lead to completion and work independently.
• Organizing, arranging and coordinating meetings when required.
• Vacation/absence responsibility to back-up the Supervisor.

Qualifications

• Work on tasks on an ad hoc basis.
• Specific technical skills: Knowledge of good financial administration procedures.
• Extended hours may be required from time to time.
• Able to train staff in use of various software where required.
• Ability to work well with others & independently with proven leadership skills
• Proven time management skills and a strong attention to detail.
• Demonstrates excellent verbal and written communication skills including grammar and composition.
• Proven ability to manage and coordinate multiple projects in a fast-paced, highly professional environment.
• Must be able to read, understand and follow work instructions in a safe, accurate and timely manner.
• Ensures full compliance with the company’s Health & Safety, Code of Integrity, and Professional Conduct policies.
• Experience: 5 or more years of previous working experience in an Administrative related role desired.
• Candidates must have advanced proficiency in using various type of computer software (Word, Excel, PowerPoint, Outlook etc.).
• Education: College Diploma or equivalent post-secondary training / experience.
• Works well under pressure.

Additional Information
SGS Canada is an equal opportunity employer and we are committed to achieving greater accessibility by providing accommodation for people with disabilities during our hiring process. Accommodations are available on request for qualified candidates during each stage of the recruitment process.
Please note that candidates applying for Canadian job openings should be authorized to work in Canada.