Fortna Canada Corp. is Looking for Office Coordinator Full Time

The Office Coordinator is responsible for setting the tone of the office and for creating an inviting and friendly atmosphere. This full-time, office- based position is primarily responsible for being the first point of contact for people entering the office, Providing administrative support within all departments, overseeing the purchase, storage, and replacement of office supplies. Due to the nature of the work, this role cannot be a remote based position.

• Greet and welcome guest, clients and visiting associates.
• Facilitate visitor check in and out process
• Professionally answer, direct, and transfer calls
• Ordering corporate gifts on an as-needed basis
• Coordinating office events
• Arrange travel, hotel, car rental for associates when necessary
• Work with the landlord on any office repair items when necessary

Work with the Field Operations Manager

• Verify time entered in Workday against technicians’ timesheets
• Coordinate time sheets for billing purposes
• Upload necessary documentation and monitor Customer Service portals (Service Channel, CBRE, COUPA) to ensure billing is completed in a timely manner
• Coordinate with vendors as needed for site services projects

Administrative Responsibilities

• Ensure team’s time is entered correctly in Workday prior to Field Operations Manager’s weekly approval.
• Prepping invoices for billing.
• Overseeing the filing of documents, confirming all required documents and forms are uploaded by deadline and in the appropriate location.
• Local / Out of Town Vendor Setup
• Locating local / out of town vendors as needed and setting up new accounts making the appropriate arrangements for Net Terms and payments.
• Communicating with AP and purchasing regarding all new account setup, and supplier verification paperwork.
• Acquiring Purchase Orders/ Utilizing Company Credit Card. Using a company credit card where PO’s do not apply, effectively tracking invoices, receipts, and folios forend of month statements and expense processing.

The above list of duties is not exhaustive

Job Type: Full-time

Salary: From $25.00 per hour

Benefits:

• Dental care
• Extended health care
• On-site parking
• RRSP match
• Vision care

Schedule:

• Monday to Friday

Supplemental pay types:

• Overtime pay

Work Location: In person

Expected start date: 2023-05-01