Accounts Administrator

at  GardaWorld

ACCOUNTS ADMINISTRATOR

Reports to: Portfolio Director, Protective Services
Purpose of Position
The Accounts Administrator exists to oversee and coordinate the various administrative functions within the branch. This position exists to support the operational team and ensure overall compliance with both GardaWorld policies, procedures, ISO requirements and legislative requirements.

Work Environment

• The Accounts Administrator is required to be professionally groomed and proper deportment at all times.
• The incumbent will be expected to work during business hours as approved by the Portfolio Director.
• Hours may be required to flex or change depending on business requirements.
• The incumbent will be required to travel to client sites, to meet with clients and field staff, as well as to the regional GardaWorld offices from time to time.

Structure and Relationship

• The Accounts Administrator will report to the Portfolio Director, Protective Services.
• The incumbent will be required to interface and coordinate with GardaWorld support staff, including Corporate Human Resources, Administration staff, Mobile staff and field staff on a regular basis and in a professional manner per standards at all times.
• It is expected that the incumbent understands and maintain confidentiality as it pertains to staffing, employees, business and company related matters.

Required Skills

• The Accounts Administrator will be required to be proficient in GardaWorld operating procedures including Office 365, Scheduling Software and be able to produce reports as associated with the current platforms.
• Understand Company protocols and procedures, H&S and Business Management manuals; excellent deportment and communication skills; be flexible in working off hours as required; must be an organized self starter, able to work unsupervised in a fast- paced and stressful environment.
• Must have strong understanding of labour relations and employment legislation.
• Must have strong skills in communicating, analytical thinking, planning and organizing.

Branch and/or Regional Goals at Point of Signing

• Have a positive impact on non-billable overtime, employee removals; employee career path development.
• The incumbent will review and participate in annual training on the following areas:
• Emergency Response Manual/Business Continuity Plan (ERM/BCP)
• Business (Quality) Management System (BMS)
• Quality Training
• Occupational Health and Safety Training
• WHMIS Training.

Task Related Objectives

Assigned duties will include, but are not limited to:

• Maintains organization staff by establishing a recruiting, testing, and interviewing program; assisting managers on candidate selection; conducting and analyzing exit interviews; recommending changes.
• Assist operation team with meeting new candidates prior to deployment. The incumbent will advise management of appropriate resolution of employee relations issues. Organizing, maintaining, and reviewing personnel records; data entry and retrieval; processing recommendations.
• Daily reconciliation of scheduling function assisting operational in GSked scheduling system.
• Assuring all documents are filed on a daily basis and reviewed Re: patrols, corporate correspondence, client correspondence, and employee communications as set out by Portfolio Director.
• It is the incumbent’s responsibility to address any work-related challenge in a timely manner with Portfolio Director in timely manner.
• Communicate directly with Garda Corporate management when requiring assistance in the accuracy of all and any office function. Portfolio Director is to be made aware of all correspondence prior to and will give directive on next course of action.
• Processing and assuring all new employee files are completed and processed for compliance.
• Regular office duties answering phones, maintaining daily correspondence for Portfolio Director and operational staff Re: clients request, employee request, site inspection request. Processing and sending of paperwork Re: Invoices, Employee forms (i.e. STF, Billing and pay adjustments, WSIB, Hours averaging agreements, Union/Non-union transfer forms, etc.) documentations to Montreal corporate office.
• It is the responsibility of Accounts Administrator to assist the Operational staff with all requirements of documentation reflected to Occupational Health and ISO standards.
• Provide backfill support within the portfolio as required.
• The Accounts Administrator will assist the account management team with the administration and compliance of site standing orders, training and employee files as needed.
• The Accounts Administrator may be required to attend site locations to investigate or fulfill any site required administrative responsibilities.
• The Accounts Administrator, at time to time will be requested to complete tasks outside the aforementioned responsibilities, as directed by the Portfolio Director, within the scope of the job.

• Maintains organization staff by establishing a recruiting, testing, and interviewing program; assisting managers on candidate selection; conducting and analyzing exit interviews; recommending changes.
• Assist operation team with meeting new candidates prior to deployment. The incumbent will advise management of appropriate resolution of employee relations issues. Organizing, maintaining, and reviewing personnel records; data entry and retrieval; processing recommendations.
• Daily reconciliation of scheduling function assisting operational in GSked scheduling system.
• Assuring all documents are filed on a daily basis and reviewed Re: patrols, corporate correspondence, client correspondence, and employee communications as set out by Portfolio Director.
• It is the incumbent’s responsibility to address any work-related challenge in a timely manner with Portfolio Director in timely manner.
• Communicate directly with Garda Corporate management when requiring assistance in the accuracy of all and any office function. Portfolio Director is to be made aware of all correspondence prior to and will give directive on next course of action.
• Processing and assuring all new employee files are completed and processed for compliance.
• Regular office duties answering phones, maintaining daily correspondence for Portfolio Director and operational staff Re: clients request, employee request, site inspection request. Processing and sending of paperwork Re: Invoices, Employee forms (i.e. STF, Billing and pay adjustments, WSIB, Hours averaging agreements, Union/Non-union transfer forms, etc.) documentations to Montreal corporate office.
• It is the responsibility of Accounts Administrator to assist the Operational staff with all requirements of documentation reflected to Occupational Health and ISO standards.
• Provide backfill support within the portfolio as required.
• The Accounts Administrator will assist the account management team with the administration and compliance of site standing orders, training and employee files as needed.
• The Accounts Administrator may be required to attend site locations to investigate or fulfill any site required administrative responsibilities.
• The Accounts Administrator, at time to time will be requested to complete tasks outside the aforementioned responsibilities, as directed by the Portfolio Director, within the scope of the job