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Front Office, Admin Support (Closed)

About the Opportunity

• Review estimation sheets, confirm math and calculations are accurate
• Review quotations against estimate sheets before POs are issued
• Ensure that a schedule of values is provided that breaks down scope of work and pricing
• Review that the expense tracking sheets are being maintained properly, this includes vendor invoicing, PO balances, Payments made to vendor invoices, Proper labelling of contract work versus extra work, and that each extra is labelled with the appropriate COR number
• Review expenses against the budget/contract of the project. Ensure that there are no unallocated extras, if there are discuss with Project Manager
• Ensure that when the sub-trades submit their invoice each invoice submission has the following: Valid Insurance Certificate, Valid WSIB, Proper invoice number and date, Proper job address and PO is referenced, Statutory Declaration (second invoice onward), Breakdown based on schedule of values issued with PO, Signed PO and start up documents (first invoice only), Invoice is submitted by the 25th of each month, anything submitted after will not be processed until the following month. Advise the sub-trades should any invoices be submitted after the cut-off
• Review, markup and finalize CORs for each project. Follow up for the approval of the CORS
• Review deficiency reports and ensure that no sub-trade is paid in full unless all deficiencies are rectified, all charges applied, and all close out files have been received
• Ensure that a final release letter and HB statutory declaration is received from all vendors
• Review invoices to the clients starting on the 26th of each month. Review against expenses, completed CORs, and work on site that has not yet been invoiced with site supervisor and project manager
• Ensure that you submit with Statutory Declaration, WSIB, and Insurance Certificate
• Ensure that all applicable consultants and payment certifiers are included on the first
• Record invoices in ledger
• Follow up on submitted invoices for approval, Approval to be provided within 10 days of submission Create CCDC contracts for each project
• Ensure that CCDC seal supplies are stocked so we do not run out
• Ensure WSIB records are maintained and updated
• Ensure that Statutory Declarations are saved and proper records are kept
• Follow up on close out documents and ensure that they are received in a timely manner
• Ensure that active projects are cleaned up once completed 100% and that newly award projects are moved accordingly
• Ensure that computer storage is maintained and old files and projects are moved to the backup and removed from the server to free up space

About You

• Familiarity with construction industry and costing
• Demonstrated competency with Microsoft Office tools
• Self-starter with strong attention to detail
• Ability to deliver in a fast-paced, deadline-driven environment

Salary Range

$45,000 - $55,000/year

How to Apply

Click the “Apply Now” button and follow the instructions to submit your resume. Please note that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote #29103.

You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.