Logos Administrative Specialist
Company: Canadian TODS Limited
Department: Work Orders / Accounting / Administration
Position Title: Logos Administrative Specialist
Reports To: Office Manager
Position Summary
The Logos Administrative Specialist provides work order, administrative, accounting, and clerical support to ensure efficient office operations. Reporting to the Office Manager, this role serves as a key point of contact for work orders, customer accounts, billing support, database maintenance, and general office administration. The position requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities:
Work Orders & Database Administration
- Enter new contracts into billing and database systems for Company 174 and Company 164.
- Create and maintain customer files for Company 174 and Company 164.
- Create work order layouts for new installations, add-ons, removals, name changes, and incident reports.
- Create and maintain structure and panel numbers within database systems and Oracle for Company 174 and Company 164.
- Update customer address and name changes within company databases.
- Maintain, organize, and minimize customer and intersection files.
- Dismantle structures and panels within company records as required.
- Enter incident reports into company systems.
- Reporting & Record Management- Print and prepare quarterly reports, including Status Reports and Construction Progress Reports.
- Update and maintain databases containing contract information, client records, structure and signage information, applications, photographs, and related documentation.
- Ensure accurate recordkeeping and data integrity across all systems.
Accounting & Billing Support
- Assist with collections activities, including account reconciliation and preparation of past-due notices.
- Process Accounts Payable invoices when needed
- Support billing administration and account maintenance activities.
Administrative Support
- Provide general administrative support including filing, typing, correspondence preparation, and document management.
- Sort and distribute incoming mail.
- Respond to routine requests for information.
- Answer incoming telephone calls, take messages, and direct calls to the appropriate manager, colleague, or Field Account Manager.
- Organize and prioritize large volumes of information, correspondence, and communications.
- Help with weekly check deposits
Qualifications/Education
- High School Diploma or equivalent required.
- Associate Degree, Business School Certification, or post-secondary education preferred.
Experience
- Minimum six (6) months of office administration experience required.
- Post-secondary education may be considered in lieu of experience.
- Two (2) years of experience using office software applications is preferred.
- Experience with database management and administrative support functions is an asset.
Technical Skills
- Strong command of the English language, both written and verbal.
- Proficiency in Microsoft Office Suite, particularly Microsoft Access and Excel.
- Working knowledge of standard office equipment and administrative procedures.
- Experience with database and accounting systems is preferred.
Core Competencies
- Strong interpersonal and communication skills.
- Ability to maintain confidentiality and handle sensitive information.
- Demonstrated professionalism, tact, diplomacy, and sound judgment.
- Strong analytical and problem-solving abilities.
- Excellent organizational and time-management skills.
- High attention to detail and accuracy.
- Ability to establish priorities and meet deadlines.
- Proactive approach with a strong work ethic and sense of accountability.
Additional Requirements
- Valid Driver’s License required.
- Ability to explain policies and procedures when necessary.
- Ability to handle confidential and non-routine information professionally.
Physical Demands & Work Environment
- Primary work environment is an office setting.
- Regular sitting for more than 50% of the workday.
- Frequent use of computers and office equipment.
- Occasional light lifting, pushing, reaching, standing, stooping, walking, and turning.
- Requires visual acuity for reading, data entry, and document review.
- Frequent verbal communication and telephone use.
Other Duties
Perform other related duties and responsibilities as assigned by management to support departmental and organizational objectives.
Job Type: Full-time
Pay: Up to $25.00 per hour
Benefits:
- Casual dress
- Dental care
- Employee stock purchase plan
- Extended health care
- Paid time off
- RRSP match
Experience:
- Accounts payable/ receivables: 1 year (preferred)
Work Location: In person
