Branch Administrator

TK Elevator; London; On-site; CAD 45,000 - 60,000; Full time

Benefits offered by this job

Company pension

Dental care

Disability insurance

Employee assistance program

Extended health care

Life insurance

On-site parking

Paid time off

Vision care

Bonus plans

Wellness Program

Job summary

TK Elevator is seeking an organized administrator to manage invoicing operations, ensuring accurate processing and timely submission of customer invoices. You will generate T&M, maintenance, and QS invoices, upload to portals, and resolve billing issues, while coordinating with the billing team and branches.

The role emphasizes attention to detail, teamwork, and proficient use of Microsoft Office in a fast-paced environment.

Qualifications

• Diploma in Business or Office Administration and 2+ years of related experience.
• Strong communication and multitasking abilities are essential.
• Proficiency in Microsoft Office suite is required.
• Ability to prioritize, organize tasks, and work with others.

Responsibilities

• Process, generate, submit, and track customer invoices per customer requirements and policies.
• Generate weekly Time & Material invoices.
• Process monthly maintenance billing.
• Generate monthly Quoted Service invoices.
• Upload invoices to customer billing portals in accordance with submission requirements.
• Process invoice corrections, including credits and re-bills.
• Monitor invoice status and resolve billing issues to ensure timely payment.
• Update increases for Time & Material billing rates.
• Serve as a shared contact for invoicing inquiries and coordinate with billing.
• Provide admin support and coordinate with branches to maintain records.

Skills

Communication skills

Microsoft Office

Multitasking

Prioritization

Team collaboration

Education

Diploma in Business or Office Administration

Tools

Microsoft Office (Word, Excel, PowerPoint)

Job description

• Process, generate, submit, and track customer invoices in accordance with customer-specific requirements and company policies.
• Generate weekly Time & Material (T&M) invoices.
• Process monthly maintenance billing.
• Generate monthly Quoted Service (QS) invoices.
• Upload invoices to customer-designated billing portals, ensuring compliance with individual customer submission requirements.
• Process invoice corrections, including credits and re-bills, as required.
• Monitor invoice status and assist with resolving billing issues to ensure timely payment.
• Update increases for T&M billing rates

What You Will Be Doing

• Process, generate, submit, and track customer invoices in accordance with customer-specific requirements and company policies.
• Generate weekly Time & Material (T&M) invoices.
• Process monthly maintenance billing.
• Generate monthly Quoted Service (QS) invoices.
• Upload invoices to customer-designated billing portals, ensuring compliance with individual customer submission requirements.
• Process invoice corrections, including credits and re-bills, as required.
• Monitor invoice status and assist with resolving billing issues to ensure timely payment.
• Update increases for T&M billing rates

Billing & Invoicing

• Process, generate, submit, and track customer invoices in accordance with customer-specific requirements and company policies.
• Generate weekly Time & Material (T&M) invoices.
• Process monthly maintenance billing.
• Generate monthly Quoted Service (QS) invoices.
• Upload invoices to customer-designated billing portals, ensuring compliance with individual customer submission requirements.
• Process invoice corrections, including credits and re-bills, as required.
• Monitor invoice status and assist with resolving billing issues to ensure timely payment.
• Update increases for T&M billing rates

Customer Service & Account Administration

• Serve as a shared point of contact for customer inquiries related to invoicing and administrative matters.
• Process customer account changes and coordinate updates with the billing department to maintain accurate records.
• Respond to customer requests promptly and professionally, ensuring a high level of customer service.
• Coordinate customer site access requests, including scheduling and managing access for services such as fire testing.

Team & Operational Support

• Collaborate with Account Managers, the District Manager, Service and Quoted Service Supervisors, and Corporate departments to resolve issues and support branch operations.
• Provide administrative support that contributes to achieving branch and company objectives.
• Assist with communication and coordination between departments to ensure efficient workflow.
• Assist with office supply orders
• Provide back up support/coverage for fellow branch administrator

Purchase Order Administration

• Create purchase requisitions as requested by the Service and Quoted Service Supervisors, and Major Project Manager, as required
• Submit requisitions to Parts Canada for processing.
• Receive and process purchase orders within Oracle.
• Investigate and resolve purchase order discrepancies to ensure accurate financial records and timely procurement.
• Follow up communications as required

Branch Safety & Compliance

• Conduct monthly warehouse safety inspections to support a safe and compliant work environment.
• Maintain KPA safety records, including tracking and documenting mechanic training completion.
• Coordinate required safety and compliance training for mechanics and other branch personnel as needed.
• Support branch compliance with company health and safety policies and procedures.

Records & Process Management

• Maintain accurate customer, billing, purchasing, and safety records.
• Ensure compliance with company procedures and customer-specific billing requirements.
• Support continuous improvement of administrative processes to enhance operational efficiency and accuracy.

Perform other duties as assigned

What do you bring:

• Diploma in Business or Office Administration
• A minimum of 2 years of relevant experience
• Attention to detail coupled with the ability to multitask
• Excellent communication skills paired with the inherent ability to prioritize and organize tasks
• Proven ability to manage conflict, coupled with the ability to work collaboratively
• Ability to adapt to change in a fast-paced, high-volume work environment
• Resourceful, self-motivated, and able to network within the organization to determine best practices
• Proficient in Microsoft Office; Word, Excel, PowerPoint
• Willingness to support team objectives and adapt to changing business needs.
• Positive attitude and a proactive approach to supporting branch operations.

What We Offer

• Total compensation range: $45,000 to $60,000
• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care
• Bonus plans for all positions
• Wellness Program

TK Elevator is an equal opportunity employer and is committed to diversity. Qualified applicants will receive consideration for employment without regard to age, gender, race, color, religion, sexual orientation, gender identity, national origin, disability, or any other protected status required by applicable law.

This posting is for a current existing vacancy within our organization. We are actively seeking qualified candidates to fill this open position. If you are interviewed for this position, we will advise you within 45 days of the interview as to whether or not you were successful in obtaining the position. Information submitted as part of the job application process will be kept on file for 3 years from the date of submission in accordance with legislative requirements.

As part of our recruitment process, TK Elevator may use AI tools to assist in screening candidates and assist in evaluating candidate qualifications. All final hiring decisions are made by either the hiring manager or the recruitment team.