File Clerk/Branch Administrator
FirstOnSite
Mississauga, Ontario
4d ago

FirstOnSite Restoration has an opportunity for a File Clerk / Branch Administrator in our Mississauga branch .

FirstOnSite Restoration is the largest independent disaster restoration company in Canada. We provide unsurpassed emergency response, restoration and reconstruction services to the insurance industry, residential, commercial and industrial customers.

With coast-to-coast coverage and 24 / 7 emergency service, we offer a wide range of services that remediate conditions caused by fires, floods, winds, mold, environmental hazards, accidents and other casualties at any type of facility.

Why choose to be part of the FirstOnSite team?

  • Exceptional extended health plan including medical, dental and vision.
  • Employee Assistance Program
  • Paid time off
  • Educational assistance, professional development, and internal growth opportunities
  • Opportunity for National career movement
  • Healthy work / life balance
  • Position Summary : This role provides all administrative and office support functions and will work to ensure office maintenance, inventory, etc.

    is properly maintained. The Branch Administrator will participate as a team contributor by supporting all facets of branch operations including sales, management and operations.

    They will contribute through effective and knowledgeable application of ClaimTrak, Xactimate, Microsoft Office software applications and strong communication skills.

    Responsibilities

  • Ensures that the branch operates efficiently and provides suggestions on improvements
  • Performs general administrative duties : draft documents, manages correspondence, files documents, makes photocopies, sends faxes, produces reports, etc
  • Process, follow-up and maintain new vendor information
  • Follow-up on service calls (office equipment, meeting rooms, etc.)
  • System data entry, tracking and updates
  • Provides information to internal and external enquiries
  • Processing expense reports and mileage reports
  • Update and maintain contact lists and distribution lists
  • Run the reception desk : receive, screen and forward incoming calls; greet visitors; keep track of department members’ whereabouts;
  • distribute incoming correspondence; maintain the reception area in impeccable condition at all times

  • Interacts with oral / written communication with internal stakeholders and clients / customers presenting a polished, professional impression of the company
  • Responsible for filing for all our regions across Canada
  • Create or update filing records with new files and create new file tabs when needed
  • Pull all vendor invoices every week for payment selection for all the regions
  • Match and staple all payment backup to invoices for filing for all regions
  • Sort all open invoices and paid invoices alphabetically and according to content, dates and regions in the appropriate cabinets
  • Reconcile all vendor statements and communicate with AP clerks on your findings
  • Develop an efficient filling system to make updating and retrieving files easier
  • Attention to detail and strong communication skills both written and verbal a must
  • Assist with packing all files in boxes for yearend for all regions
  • Assist AP clerks or accountants with invoice copy requests
  • Qualifications

  • College Diploma or certification or combination of relevant training courses
  • Minimum 1-2 years’ office administration experience
  • Experience in the insurance and / or restoration industry considered an asset
  • Computer skills required Intermediate knowledge of Word, Excel, Outlook, Power Point and knowledge of ClaimTrak and Xactimate an asset
  • Typing skills min. 50WPM
  • Excellent verbal and written communications skills
  • Strong administration and record keeping skills
  • Basic accounting / business math skills
  • Data entry skills
  • Strong organizational and interpersonal skills; self-motivated, self-sufficient and discreet
  • Good sense of team spirit
  • In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, FirstOnSite Restoration will provide accommodations throughout the recruitment and selection process to applicants with disabilities.

    If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

    Interested candidates whose resume and cover letter best demonstrate how they meet the qualifications of the position will be contacted for an interview.

    Candidates must be able to provide a clear criminal background check to be eligible for hire.

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