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Reporting to the Senior Manager of Advisory Business Services, the Branch Administrator is responsible for the day-to-day administrative and operational duties required to support Branch advisors in our Waterloo location.  The role is required to be an onsite presence.

***************This role is a full time in office role*********************

Key Accountabilities:  

This role provides reception and administrative support to the Branch Office at 1 Blue Springs Drive, Waterloo, Ontario.  This position requires excellent customer service skills, professionalism, and the ability to create strong working relationships with advisors.

Administrative Support for Branch Office (75%)

• Act as Receptionist/greets all visitors and callers.

• Answer, screen and forward any incoming phone calls while providing basic information when needed.

• Receive and sort daily mail/deliveries/couriers.

• Monitor and manage Building Engines website for tenant work orders.

• Assist with maintaining filing system

• Maintain site facilities, including ordering office and kitchen supplies and refreshments

• Co-ordinate on-site presentations with partners and other social events

• Maintain contact with Building property services

• Established office procedures and documented processes to promote efficiencies in the future

• Maintain the office A/P invoices ensuring prompt payments are made

• Office management (physical filing system, supplies, mail, office equipment, etc.)

• Maintain online emergency communications database.

• Onboarding new advisor (workstation, security, telephone, parking)

• Handle client cheque deposits for branch advisors (maintain log of deposits for compliance)

Administrative Support for Advisors (25%)

• Ad hoc support for basic administrative tasks for advisor teams.

• Keeping apprised of changes and communication within the company to provide an effective network of current information.

• Supporting advisor teams with any changes/updates to processes.

Requirements:  

• College education preferred.

• Excellent telephone manner and customer service skills.

• Minimum two years of administrative experience, preferably in a property management or real estate environment.
   

Key responsibilities:

• Highly organized and able to work in a busy office environment.

• Strong communication skills - verbal and written.

• Proficient in Microsoft Office

• Team player with a positive attitude.

• Handling and paying various expenses of branch and executing process to charge back advisors.

• Daily banking for advisors.

• Managing laptops and technology with third party vendor.

• Responsible for day-to-day cleanliness of the entire branch (ex: loading and emptying dishwasher, watering plants, etc.).

• Co-ordination of a weekly external visitor list and liaising with Security.

• Strong interpersonal and diplomacy skills with a high comfort level in dealing with advisors and clients

• Ability to exercise discretion in dealing with sensitive situations, using good judgment when responding to issues or requests.

• Strong ability to multitask as priorities may shift day to day.

• Attention to detail, takes initiative, strong organization skills.

• Strong written and verbal communication skills a must.

When you join our team:
 

• We’ll empower you to learn and grow the career you want.
• We’ll recognize and support you in a flexible environment where well-being and inclusion aremore than just words.
• As part of our global team, we’ll support you in shaping the future you want to see

What we offer:

• Supportive and caring organization that promotes respect, inclusivity, health, safety and wellness;
• Dedication to the organization’s commitment for Reconciliation, Equity, Accessibility, Diversity and Inclusion through ongoing training and access to related programs and workshops, opportunities to connect with others around topics of social justice and equity, and opportunities to be involved with the initiatives that guide this corporate journey;
• Certification as a Living Wage Champion;
• Defined Benefit Pension Plan (OMERS) eligibility for all employees; 
• Flexible work schedules, paid vacation and personal days, and the opportunity to bank overtime;
• Substantial internal and external training and development opportunities;
• Opportunities to get involved and give back to the community;
• Employee-wide events, activities, site visits, BBQs, etc.;
• Complimentary FitPass for City of Waterloo employees and family members for leisure, swim, and fitness drop-in programs; and, 
• So much more!

What you will do:

Reporting to the Supervisor, Revenue Services, your primary responsibilities will include, but are not limited to, the following: 

• Respond to telephone and counter customer inquiries concerning taxes, water and sewer utility billing, property assessment, parking tickets and all other revenue related matters
• Receive and process payments of taxes, water and sewer, accounts receivable, parking tickets, general receivable
• Provide support in Billing designate applications, schedule final read appointments for requests received over the counter through e-mail/fax
• Investigate returned tax and water utility mail
• Provide support on reception opening and distributing mail/faxes and answering general public inquiries, including responding to and maintaining the Revenue Email box
• Provide support in cash handling and balance end of day transactions as required
• Provide support and process requests for ownership change, mailing address change
• Provide support in the administration of online banking and EFT payments
• Provide support in the administration of pre-authorized payments
• Provide support and prepare requests for adjustments to tax and water accounts
• Provide general administration support in the Revenue section
• Participate in the achievement of the team business plan

What you will bring:

• Two (2) year post-secondary diploma in Business Administration or a related field with a minimum of two (2) years' related experience, preferably in a municipal taxation environment or public utility; equivalent combinations of education and experience may be considered
• Successful completion of the Municipal Tax Administration Program is preferred
• Previous cash handling and customer service experience preferred
• Work experience in accounting, municipal taxation, utility billing and accounts receivable and working knowledge of related legislation and regulation
• Efficient data entry skills with attention to detail and a high degree of accuracy
• Strong analytical and communication skills  
• Proficient computer skills (MS Office, Excel, Word); Previous experience using  Class, Vailtech and PeopleSoft Financials is considered an asset
• A passion for promoting and maintaining a healthy and safe workplace and the ability to work respectfully and effectively in a team environment
• Strong commitment to delivering quality customer service
• Demonstrated commitment to Reconciliation, Equity, Accessibility, Diversity and Inclusion

What we will require:

• A Police Criminal Record and Judicial Matters Check satisfactory to the City
• Proof of your current and valid certificate(s), licenses and/or educational qualifications, if applicable
• Applicants may be required to undergo skills assessment testing

At GHD, we don’t just believe in the power of commitment, we live and breathe it every day.

That’s why we pledge to support and empower all of our people to make a positive impact when working hand in hand with our business to drive change. We'll help you accelerate your career and empower you with the right technology and training as you bring ideas and projects to life. 

Together with your colleagues, clients and partners, you'll make an impact that is felt by all. See where your commitment could take you. 

Who are we looking for?   

We are currently looking for an intermediate Administrative Assistant/Accessible Document Specialist to join our Ontario Administration team. 

Bring your curiosity and passion to the technical challenges we solve at GHD. Then see how everyone gets behind you. 

With commitment, there’s no idea too big, no dream too far. We strive to create opportunity for all. Giving you leading training and development programmes to accelerate your growth.  

Come and see where your career can take you and the impact your commitment can make.

Let's solve the big problems together. 

This position is located in our Waterloo Office (Anywhere in GTA)

Working with an energetic and high performing team, this position offers a variety of work and will see you involved in: 

• Document product including typing, formatting, and revisions of reports and general correspondence based on preset templates and styles. Working in Word, Excel, PowerPoint, Adobe Acrobat DC, and creating bookmarked PDF documents.
• Ensuring all documents are filed electronically; ensuring all outgoing products meets company standards.
• Comfortable working independently and as part of a team.
• Working under multiple deadlines and communicating with employees, supervisors, and branch office employees on a regular basis.

Skills, Experience and Competencies:

• Grade 12 diploma; secretarial certificate/diploma, Accessible Document Specialist (ADS) Certification considered an asset.
• Minimum 1- to 5 years previous work experience in an administrative support role and AODA document remediation.
• Ability to carry out tasks independently if necessary; general knowledge working with various correspondence including: reports, tables, letters, memos, and Adobe.
• Advanced knowledge of Microsoft Office (Word, Excel, Power Point)Adobe Acrobat DC).
• Required  Aadvanced experience creating accessible (AODA, WCAG, and/or PDF/UA), documents in Office 365 products.
• Experience with PAC2021 Checker and axesPDF strongly preferred.
• Strong command of the English language, grammar, written and verbal, is required.
• Independently driven with the ability to make independent decisions on various aspects of document production.
• Effective problem-solving skills.
• Excellent prioritization and multi-tasking skills are required.
• Some flexibility regarding work hours, may be required from time to time.

#LI-RM1

Take on some of the world’s toughest challenges - with everyone at GHD backing you every step of the way.

The Junior Application Administrator position is responsible for 1st level support of all assigned applications, this position will serve as a subject matter expert on content, processes, and procedures associated with enterprise applications using various programs such as OneStream and SAP BPC.   

Responsibility 

• Provide 1st tier support for existing applications.
• Work with all members of the IT and Finance team on ITIL processes to increase the number of first call resolutions and improve overall customer satisfaction. 
• Perform application administration, such as user access rights. 
• Assist in the planning, design, development, and deployment of enhancements to existing applications. 
• Liaise with vendors as needed to provide an additional level of support to the application users, and for managing modifications to the applications. 
• Create and maintain effective system documentation. 
• Work with the QA team to develop, coordinate and perform in-depth tests, including end-user reviews, for system modifications. 
• Provide orientation and training to end users for all modified and new systems. 
• Review and evaluate the effectiveness and efficiency of existing systems and develop strategies for improving or further leveraging these systems. 
• Extract data from the system and prepare reports for end-users and management. 

Academic/Educational Requirements 

• Post-Secondary Education in Computer Science, Finance, Accounting, or Business Administration. 

Required Skills/Experience 

• Minimum three years of application support experience, preferably related to finance or accounting. 
• Knowledge of business applications (OneStream, SAP BPC) and ERP systems (IFS, SAP, JD Edwards, etc.).
• Good knowledge of and hands-on experience on data extraction and reporting tools such as SQL. 
• Able to communicate on a technical and non-technical level depending on the audience. Possess excellent communication skills. 
• Excellent problem-solving skills. 
• Ability to work as member of team coordinating efforts with various personnel. 
• Continuously learn and update technical skills and knowledge. 
• Flexible and adaptable.
• Knowledge of accounting or finance is a bonus.

What Linamar Has to Offer  
 

• Competitive Compensation 
• Employee Benefits package includes but not limited to, Drug, Dental & Vision etc.  
• Opportunities for career advancement. 
• Sustainability Counsel  
• Community based outreach supporting both local and global initiatives and charities.  
• Discounts for local vendors and events, including auto supplier discounts. 

Please ensure your resume clearly shows financial applications and ERP systems that you are familiar with.

Overview

The Clerk - Quality position is responsible for ensuring daily and monthly data entry and reporting is up to date. In addition, assist Q. Manager, Q. Supervisor, and Quality personnel in correspondence, internal and customer related reports.

Powering Vehicles, Motion, Work, and Lives since 1966.

Performance Expectations  

· Maintain Quality documentation including SPC charts, and files.

· Track and ensure completion of quality system audits, LPA, training records, and reports.

· Data entry, review charts and graphs for accuracy. 

· Enter Fast Response, SPC, scrap and IFS data as needed.

· Update and maintain quality procedures and instruction when necessary.

· Maintain and track corrective action reports, Ford Q1 and GM QSB requirements.

· Monitor internal audit and LPA corrective actions for closure.

· Produce and post regularly scheduled departmental reports.

· Coordinate Archive and Record Retention System.

· Prepare quality reports to conclude whether products meet company and government regulations

· Use computer applications to monitor quality.

· Interact with supervisor to coordinate work and exchange information.

· Interact with operators to monitor progress and correct work that does not meet quality standards.

· Any other duties assigned by Quality Manager, Supervisor or designate.

Credentials

· High School Diploma or equivalent general education.

· Understanding of Statistical Process Control.

· Able to read blueprints and interpret engineering drawings.

· Ability to read and understand company procedure manuals and control plans requiring basic math skills.

· Use technical skills and knowledge to identify cause of problem.

· Trained internal TS 16949 auditor and understands automotive core tools.

· Excellent computer skills in Windows, MS Office, Access, Outlook or similar programs.

Desired Characteristics

· Possess attention to detail to proof read reports.

· Ability to resolve conflicts and determine production errors.

· Ability to work independently, coordinating work with work of others (i.e. operators, supervisors) as needed.

· Maintain continuous learning in order to keep up with new developments in field.

What Linamar Has To Offer

· Opportunities for career advancement.

· Community based outreach supporting both local and global initiatives and charities.

· Social committees and sports teams.

· Discounts for local vendors and events, including auto supplier discounts.

The Clerk - Quality position is responsible for ensuring daily and monthly data entry and reporting is up to date. In addition, assist Q. Manager, Q. Supervisor, and Quality personnel in correspondence, internal and customer related reports.

Powering Vehicles, Motion, Work, and Lives since 1966.

Performance Expectations  

· Maintain Quality documentation including SPC charts, and files.

· Track and ensure completion of quality system audits, LPA, training records, and reports.

· Data entry, review charts and graphs for accuracy. 

· Enter Fast Response, SPC, scrap and IFS data as needed.

· Update and maintain quality procedures and instruction when necessary.

· Maintain and track corrective action reports, Ford Q1 and GM QSB requirements.

· Monitor internal audit and LPA corrective actions for closure.

· Produce and post regularly scheduled departmental reports.

· Coordinate Archive and Record Retention System.

· Prepare quality reports to conclude whether products meet company and government regulations

· Use computer applications to monitor quality.

· Interact with supervisor to coordinate work and exchange information.

· Interact with operators to monitor progress and correct work that does not meet quality standards.

· Any other duties assigned by Quality Manager, Supervisor or designate.

Credentials

· High School Diploma or equivalent general education.

· Understanding of Statistical Process Control.

· Able to read blueprints and interpret engineering drawings.

· Ability to read and understand company procedure manuals and control plans requiring basic math skills.

· Use technical skills and knowledge to identify cause of problem.

· Trained internal TS 16949 auditor and understands automotive core tools.

· Excellent computer skills in Windows, MS Office, Access, Outlook or similar programs.

Desired Characteristics

· Possess attention to detail to proof read reports.

· Ability to resolve conflicts and determine production errors.

· Ability to work independently, coordinating work with work of others (i.e. operators, supervisors) as needed.

· Maintain continuous learning in order to keep up with new developments in field.

The Intermediate EDI Administrator position is responsible for providing support for electronic data interchange (EDI) database analysis, design, and operations. Additional responsibilities include providing product installation, configuration, training, and systems maintenance to update records, specifications, and operating procedures of partner systems.

Performance Expectations 

• Provide 2nd tier support for all EDI and barcode, label applications; ensure availability 24-7.
• Perform EDI administration, such as trading partner setup.
• Plan, design, development, and deployment of new maps and trading partner relationships.
• Maintain EDI account transaction activities with EDI Provider(s).
• Liaise with customers, suppliers and software vendors as needed to provide an additional level of support to the users, and for managing modifications to the applications.
• Develop and execute project plans throughout the Linamar facilities for EDI and barcode, label implementations to meet customer standards. Communicate between facilities and EDI Provider(s) any additional business requirements, as well prompt update of any connection issues and/or resolutions.
• Coordinate and perform in-depth integration testing to achieve customer certification.
• Create and maintain effective system documentation.
•  Provide orientation and training to end users for all pertinent systems.
• Review and evaluate the effectiveness and efficiency of existing systems and strategize improvement or further leveraging these systems.

Credentials

• Post-Secondary Education in Computer Science, Materials Management, Business Administration, Information Sciences, or related discipline.
• Minimum three years previous related work experience.
• Knowledge in Seeburger and Inovis EDI software; ANX and ECQ systems; Parkwood and IFS systems; Loftware, XML, Microsoft SQL Server and Oracle 10g.
• Sound working knowledge of EDI standards (EDIFACT, X12,VDA), XML, Json, programming tools and languages, such as JavaScript or C# in Visual Studio and hardware, protocols, and standards, including TCP, IP.
• Experience with Network and PC operating systems; current network hardware, protocols, and standards, including TCP, IP.
• Automotive  and / or Manufacturing EDI experience is preferred.

Desired Characteristics 

• Work as member of team and coordinate efforts with programmers, other administrators and developers to develop, test and implement database system components.
• Strong verbal and written communication skills.
• Excellent problem-solving skills and ability to troubleshoot in a fast paced and demanding environment.
• Flexible and adaptable.

What Linamar Has To Offer

• Opportunities for career advancement.
• Community based outreach supporting both local and global initiatives and charities.
• Social committees and sports teams.
• Discounts for local vendors and events, including auto supplier discounts.