Administrative Coordinator

Colonial Group; Brampton; On-site; CAD 42,000 - 64,000; Full time

Job summary

Colonial Group is seeking an administrative professional to coordinate maintenance services and support sales by building strong relationships with customers in Brampton, Canada. The role involves managing systems, coordinating subcontractors, and handling billing in a cost-conscious way.

You will interface with contractors and customers, ensure health and safety compliance, and assist in creating quotations for the manager while maintaining efficient documentation and records.

Qualifications

• Post-secondary education in Business Administration or related field.

Responsibilities

• Coordinate maintenance services and ad hoc work for customers.
• Locate and hire contractors to complete customer requests.
• Follow up with subcontractors on progress and report results to customers.
• Assist with monthly billing and invoicing per procedures.
• Ensure health and safety compliance and asset management.
• Process and review work orders and ensure timely completion.
• Prepare quotations for management.

Skills

Inter mediate finance

Excellent customer service

Strong communication

Time management

Problem solving

Computer literacy

Independent worker

Positive attitude

Education

Business Administration (post-secondary)

Tools

Salesforce

SAP

Outlook

Job description

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