POSITION SUMMARY:

Reporting to the Business Manager, the Business Administrator will work with the accounting team providing backup support and directly for the Business Manager. As a leading individual you are responsible for providing administrative, financial and office support to the Business Manager.

JOB DUTIES & RESPONSIBILITIES:

BUSINESS ADMINISTRATOR

• Second review of field tickets
• Assist with tracking of field repairs and maintenance program
• Assist with job creation in Fieldcap
• Assist with development and maintenance of inventory program
• Training of field employees with various software programs as required
• Assist with maintaining KPA Program as required
• Work with field supervisors to create daily tickets during large scale projects
• Collaborate with Business Manager for various projects as assigned.
• Analyze data and use it to create reports on industry trends, which are then submitted to managers and used to develop business plans.
• Assist with bid setup in Fieldcap as required.
• Organize and attend client meetings as well as meetings for internal staff.
• Create and maintain a variety of documents, including project status reports, account documentation and product marketing materials.
• Report project details and progress to the appropriate manager on a regular basis.
• Other job duties as required, as the above duties and responsibilities may change at any time with or without notice.

ACCOUNTS PAYABLE- provide back up as required

• Collaborates with the Controller or CFO to maintain general A/P performance levels.
• Prepared payment for sub-contract employees in conjunction with Business Manager and Controller.
• Collaborates with Business Manager to maintain accurate charge outs of third-party items.
• Prepares payments to third parties upon approval of disbursements.
• Prepares PO’s during shut down season as required.
• Posts and reconciles company payments.
• Reviews bills to the company for potential errors or discrepancies.
• Posts A/P data to reports, balance sheets, income statements and other documentation.
• Reviews all credit balances, refunds and adjustments and applies corrections to billing records.
• Prepares and distributes payment reports to key personnel.
• Ensures the strict confidentiality and privacy of financial records as they relate to Solution Services and its business partners.
• Follows and contributes to building AP processes and procedures as required.
• Follows A/P procedures by following internal accounting controls.
• Contributes to team effort by accomplishing job related results as needed.
• Fulfils other duties as necessary including but not limited to backup coverage for reception.
• Must possess a high level of moral judgment for handling confidential information and monetary transactions.
• Provide regular feedback to team members and bring up any concerns or issues
• Arrange travel bookings via approved providers.
• Maintain google calendar setup for organization of tasks and vacation time off.
• Collaborates with Controller and Team Members for vacation coverage.

ACCOUNTS RECEIVABLE – provide back up to as required

• Data entry into accounting system daily
• Submitting field tickets for approval daily
• Follow up with Dispatch and Business Manager for any issues noted on tickets – ensure proper info is maintained on tickets.
• Conversion of quoted jobs to in progress as required.
• Experience using Field Cap, Sage, Ariba, Cortex and Open Invoice considered an asset
• Bring outstanding account concerns and issues to Managements attention.
• Ensures the strict confidentiality and privacy of financial records as they relate to Solution Services Inc.
• Follows A/R procedures by following internal accounting controls.
• Contributes to team effort by accomplishing job related results as needed.
• Fulfils other duties as necessary including but not limited to backup coverage for reception.
• Must possess a high level of moral judgment for handling confidential information and monetary transactions.

Required Skills/Abilities:

- A degree in business management, accounting, or a related field

- Excellent customer service skills and the ability to build and maintain professional relationships

- Ability to communicate effectively in both written and spoken settings

- Ability to create and manager budgets

- Ability to work independently and as part of a team

- Excellent planning and time management skills

- Ability to adapt to changing environments and timelines

- Excellent attention to detail

- Excellent communication and organizational skills

- Strong interpersonal skills

- Ability to organize priorities based on deadlines

- Excellent presentation skills

Competencies:

- Developing and Tracking Budgets

- Coaching

- Project Management

- Process Improvement

- Planning

- Inventory Control

- Verbal Communication

- Written Communication

- Leadership

- Detail-Oriented

- Risk Management

- Negotiation

- Problem Solving

- Analytical Skills

- Technical Skills

- Teamwork

EXPECTED HOURS OF WORK:

• This is a full-time Salary position Monday to Friday, with Weekends and Evenings as required.

Job Types: Full-time, Permanent

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• RRSP match
• Vision care

Schedule:

• Monday to Friday

Supplemental pay types:

• Overtime pay

Ability to commute/relocate:

• Sexsmith, AB: reliably commute or plan to relocate before starting work (required)

Work Location: One location

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