Administrative Coordinator

Job Summary

Coordinate the Maintenance services, and other Ad Hoc Work as requested by our customers. Also assist in sales by creating strong relationships with the customer to meet and/or exceed their expectations in an efficient and cost-effective manner.

Duties and Responsibilities

Primary Responsibilities:

Maintain, accept, reply, and update systems information as required

Locate and hire contractors to complete specific work requested by customer.

Follow-up with Subcontractors on work progress and communicate results to the customer.

Assist with regular monthly billing. Follow up with contractors regarding invoicing and contracts, WSIB, etc.

Upon completing the job, collect all required documentation (sign off or photos) including invoices from the subcontractor in order to complete the Billing process.

Process invoices from contractors and bill the customers according to UCSL’s accounting procedures.

Ensure health and safety compliance.

Work on systems and complete all work orders

Review all inbound requests and work orders and distribute accordingly to the appropriate personnel, follow-up to ensure all requests have been revised, completed, confirmed.

Follow-up on work status

Work closely with accounting to ensure billing is done on a timely and accurate basis

Support National Services team, attend weekly meetings, complete monthly Quality Report.

Create quotations required for your manager.

Customer Service:

Ensure customer is always satisfied with quality of service being performed in their location.

Respond immediately to all customer concerns and requests.

As a United representative, project a professional image in your day to day interactions with customers, including but not limited to (UCSL dress code, communication etiquette, preparation for meetings, timely responses, follow-ups and sense of urgency.

Technology & Assets Responsible for managing business using United technologies provided (Salesforce/SAP/Outlook). Responsible for asset management

Additional Responsibilities: Perform all daily functions in alignment with company mission, vision, and values. Work in compliance with Health & Safety policies and legislation, and take every reasonable precaution to protect the health and safety of all employees and business partners

Job Requirements and Expectation

Available to address customer, and/or Subcontractors needs and concerns in a timely manner.

Ability to deal with high level of stress and solve problems as they arise.

Ability to work flexible shifts as may be required.

Skills

Intermediate financial knowledge

Excellent customer service skills

Strong verbal and written communication skills

Superior time management and problem-solving skills

Being proactive in dealing with daily issues and concerns

Computer competency

Ability to work independently

Ability to exude positive attitude and promote a healthy work environment

Education/Experience

Post-secondary education in Business Administration or related field

Minimum of 5 years’ administrative experience