Administrative Account Support Specialist

Job Responsibility:

We have a great opportunity for a reliable and customer service-focused individual to join our Building Maintenance team in creating safe and welcoming environments for our clients and their customers.

Reporting to the Account Manager, you will oversee and execute various administrative functions essential to the smooth operation of client accounts. Additionally contributes to business development.

This position is responsible for inspiring the delivery of quality services meeting SDA's high-performance standards.

This role primarily operates from the office with occasional travel to work sites as required.

Key Responsibilities:

1. Demonstrates SDA's Mission and Values:

Achieves performance that makes a difference through:

• Contributing to a positive and collaborative work environment
• Treating others with dignity, courtesy, and respect.
• Encouraging and maintaining a friendly, fair, and creative work environment.
• Respecting diversity, new ideas, and hard work.

2. Administrative Support:

• Provide comprehensive administrative support to the Account Manager and account management team.
• Assist in maintaining client databases and files, ensuring accuracy and confidentiality.
• Prepare reports, presentations, spreadsheets, and other business documents as needed.
• Ensure documents are formatted correctly and aligned with company standards.

3. System Management:

• Utilize Voicer, OfficeTrax, and other software systems to track and manage client interactions and service requests.
• Maintain accurate records of client communications and interactions.

4. Client Relationship Management:

• Coordinate and schedule client meetings, appointments, and site visits.
• Assist in preparing proposals, contracts, and other client-facing documents.
• Handle client inquiries and requests promptly and professionally.

5. Billing and Invoicing:

• Generate invoices and ensure timely billing to clients.
• Monitor accounts receivable and follow up on outstanding payments as necessary.

6. Site Visits and Inspections:

• Coordinate and schedule site visits and inspections as required.
• Document findings and ensure any issues are promptly addressed and resolved.

7. Office Administration:

• Manage office supplies and equipment, ensuring availability for daily operations.
• Assist with general office administrative tasks as needed.

What You Need to Succeed in this Role:

• Intermediate level computer literacy including Microsoft Outlook, PowerPoint, Acrobat Adobe, Excel, and Word as well as familiarity with other enterprise platforms.
• Proficiency in navigating and operating system management software systems is essential.
• Ability to work across Ottawa and surrounding areas, depending on client site locations.
• Strong attention to detail and excellent time management skills.
• Passion for a job well done and making a difference.
• Dependability, a strong work ethic, and self-motivation.
• Ability to establish priorities and juggle changing priorities.
• An approachable style with the ability to work with individuals in different roles and leadership levels.
• Ability to lift tools and materials as part of daily tasks, up to 40+ lbs/23+ kg.
• Capability to perform work requiring driving, standing, walking, crouching bending, kneeling as well as repetitive tasks.
• Ability to effectively communicate detailed instructions orally and in writing - in person or via smartphone.
• A keen interest in learning and developing new skills.
• Eligibility to work in Canada.
• Class G Driver's license with clean abstract.

SDA Building Services is a janitorial and building maintenance company dedicated to providing professional high-quality services. With over 35 years of experience in property maintenance and janitorial services, SDA is a well-known and respected company in the service industry. You can learn more about us here:

SDA Building Services is an equal-opportunity employer and values diversity. We are committed to building and evolving a team reflecting a variety of backgrounds, perspectives, and skills.

Should any applicant require accommodation during the course of the recruitment process, all efforts will be made to provide such accommodations.

Thank you to all interested applicants. Candidates who possess the best fit of experience, skills, and qualifications outlined above will be contacted for the next steps in the hiring process.

Job Type: Full-time

Pay: $40,000.00-$45,000.00 per year

Benefits:

• Company car
• Extended health care

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Experience:

• Administrative experience: 2 years (preferred)
• Managing Client Databases: 2 years (preferred)
• Microsoft Excel: 2 years (preferred)
• Microsoft Word: 2 years (preferred)
• Microsoft Powerpoint: 2 years (preferred)
• Generating Reports and Presentations: 2 years (preferred)
• Billing and Invoices: 2 years (preferred)

Work Location: In person

Application deadline: 2024-08-02