Administration Maintenance Supervisor

at  Metro Inc

Position Title: Administration Maintenance Supervisor
Requisition ID: 38932
Career Group (ADSP): Administrative
Division: Real Estate, Construction & Engineering (80209681)
Department: Engineering and Construction
Work Location: METRO ON - 25 VICKERS ROAD BUILDING A (#A-VICA)
Province: Canada : Ontario
Position Type: Permanent

SUMMARY:

The Maintenance Administration Supervisor has the role of managing all administrative/ clerical work related to the Maintenance Department with a team of 5 Maintenance clerks. The Administration Supervisor is responsible for the preparation of a variety of financial reports including Store budgets for assigned P&L lines of responsibility, weekly & period end reports, and Senior Management reports. The incumbent is responsible for creating and maintaining various documents (such as Capital Funds Request) and keeping all required logs. Oversee the proper processing and payment of all Maintenance related invoices.

QUALIFICATIONS:

• Collegiate level diploma in Administration, Studies within Finance/Accounting (preferable)
• 5 years’ experience in administration with 2 years on a supervisory level.
• Strong knowledge of Microsoft Office programs with Advanced Excel skills
• Knowledge & understanding of basic Accounting Principles, Practices, and General Ledger
• Strong financial math & analytical skills
• SAP knowledge recommended.
• Skilled task supervision and coordination
• Detail oriented, accuracy is critical
• Ability to prioritize and multitask within strict timelines

SPECIFIC RESPONSIBILITIES:

• Maintains up to date lists and logs (contracts, budgets, maintenance logs, etc.).
• Assists in the budget planning process for Budget request and Forecasts.
• Responsible to prepare complete and accurate accounting reports in a timely manner.
• Manages and analyzes the periodic expense reports and provides summarized status of report to the management team.

• Responsible to analyze and balance accounts (expense and project), identify problems with reconciliation, and make corrections in a timely manner.

• Manage planned maintenance accounts payable - examine invoices, prior to payment, to determine propriety of expenditure, comparing invoice price to contract price, and by charging the appropriate account.

• Coordinates and updates departmental capital mandate requests including preparation of request, and maintain accurate filing, as per departmental process.

• Coordinate and updates departmental project’s requests including ,preparation of request, to open the WBS element, obtaining purchase orders ,send purchase order to vendor and maintain accurate filing, as per departmental process.
• Assists Project Manager, Technical Manager, with initial set-up of their projects
• Responds to various queries from clients (vendors, stores) and maintenance inspectors, pertaining to maintenance issues in a timely manner.
• Working with various auditors responding to all queries.
• Ensures all invoicing procedures are followed. Ensures proper treatment of all invoices in a timely manner.
• Ensure the administration team addresses and resolves all billing issues.
• Find resolutions, taking corrective action to address difficult situations in a manner that meets the customers’ (external and internal) needs

• Responsible for end of the accounting year (closing accounting year by balancing accounts, obtaining vendor statement, etc.), start of new accounting year (retention of accounting records including the establishment of files as per maintenance procedures,

• Communicates effectively with clients- Operations, Finance and Store Managers, to identify administrative needs and evaluate alternative solutions and strategies.

• Creates and maintains numerous databases.

• Liaise with other Departments to obtain budget related data.
• Provide variance details to Internal and External Auditors for all lines of responsibility.
• Executes all other related tasks requested by his/her superior.