Description

Do you want to be part of an inclusive and diverse organization, one that truly empowers Canadians? Are you a calm but assertive person who thrives in fast paced environments while maintaining a positive attitude? Do you have experience managing, leading, motivating, and inspiring a team? If your answer is yes and you are excited about the opportunity to take on new challenges, we would love to hear from you! Robert Half is working exclusively with a client to find an experienced Administrative Manager who has fantastic communication skills and is a team player. 

How you will make an impact in this role:

You have managed and led an Admin team of at least 10 people for a minimum of 4-5 years

You are very process driven

You are amazing at coordinating and delegating

You are someone that can work effectively with other managers and are master of building strong internal partnerships

You maintain a high level of professionalism and are an excellent communicator

You are a very organized person who doesn’t have any trouble staying focused, managing time and meeting deadlines

Requirements

What your day to day looks like:

·      Daily supervision and oversight of administrative staff.

o  Monitor and manage administrator timelines for payroll and invoicing to ensure processes are completed and stay on track week to week.

o  Regular monitoring of workloads per staff – shift workloads to maintain balance among team as needed.

o  Manage admin requests for time off – ensure necessary back-up coverage is in place.

o  Provide resourcing review and recommendations to cover volume spikes related to projects and shutdowns.

o  Review, approve and submit staff weekly timesheets.

·      Provide regular administrative guidance and training support.

o  Ensure all departments/business units have a cross trained back-up to cover absences, vacations, provide additional support when needed.

·      Annual staff performance reviews – goal setting and performance management as required.

·      Responsible for the overall leadership, performance and morale of the administrative team.

·      Liaise regularly with Controllers and Operations to ensure administrative support expectations are being met.

·      Regular review and development of administrative processes (payroll, invoicing, document control, etc.) to ensure the best possible practice promotes consistency and efficiency.

o  Work closely with the Canada controller to optimize standardization.

·      Document administrative processes as required.

·      Manage 3rd party invoicing portals such as Cortex, OpenInvoice, Ariba – maintain administrative access levels, monitor for rejected submissions, provide administrator support and training as needed.

·      Have a solid understanding of CMD entry, data and set-ups to provide guidance and support to administrators, controllers, and operations.

·      Manage requests for CMD rate set-ups. 

·      Have a solid understanding of MAS and the invoicing process.

·      Weekly Unbilled Review – follow-up with administrators on aged unbilled, provide support for escalation as needed. 

o  Provide weekly report to controller.

·      Weekly Aged AR Review – follow-up with administrators on aged AR, provide support for escalation as needed.

o  Provide weekly report to controller.

·      Review and approve invoicing and credit memos prior to posting (weekly). 

·      Step in to provide coverage for the lead administrators and the time and billing administrators as needed.

·      Monthly close journal entry processing as needed (coordinated with Controller).

·      Problem solving and trouble-shooting payroll, invoicing, and accounts payable. 

·      Monitor major client system entries to ensure timelines are maintained.

·      Have a solid understanding of the specific invoicing requirements of major clients. .

·      Respond to audit requests as needed.

·      Pull data reports for Operations when requested.