Job Description

Job Description

JOB SUMMARY :

Reporting to the Sr Director of Operations, the Operations Specialist works directly with sales on Consultant Management and Maintenance activities; not limited to Consultant onboarding, off boarding, timesheet follow up and reporting and manages any specific administrative contractual requirements as needed in the branch. Additionally, this position manages all office functions for the branch, not limited to reception, expense management and Accounts Payable.

ESSENTIAL FUNCTIONS:

Reception and Office Management

• Arrives promptly for the opening of branch. Greets visitors and ensures they sign in to align with health and safety procedures.
• Additional administrative functions for the office may include: answering and routing incoming calls, if the branch doesn’t have an automated attendant; ordering office supplies, marketing collateral and Modis promotional items as needed; distributing messages, mail, incoming faxes and outgoing courier deliveries; and sending invoices and expense reports to corporate for payment.
• Oversees branch monthly expenses and follows up with AP as needed. Manage corporate credit cards (AMEX) for the branch (Vancouver & Calgary only).
• Produces invoices for sub vendors or RFPs and submit to AP.
• Produces and maintain procedures for office equipment and office processes.
• Monitors Time Off Requests submitted to management/HR for all branch colleagues.
• Acts as Health and Safety representative for the branch, conducts inspections and/or investigations, attends monthly meetings, and order first aid supplies. May be required to participate in First Aid/CPR training as needed.
• Provides onboarding training of office procedures for new hires and provides technical support to colleagues.
• Responsible for paperwork compliance for the branch and follow up (% report from Toronto)
• Liaises with building management to coordinate security access and maintains access codes for the branch.
• Manages accounts payable for the branch.
• Tracks and maintains monthly branch revenues and follows up with management. (Montreal only)

Consultant Management

• Generates consultant new hire paperwork, including contracts, and ensures proper completion of required paperwork. Completes client credit check requests, as needed. Ensures that background and credit checks information on consultants is compiled and submitted to the client, where applicable.
• Ensures initial placement and updated payroll and billing data are submitted to the Back Office on a regular basis to ensure that assignment information is always accurate and current.
• Manages the filing of all contracts and consultant documents as needed.
• Responds to all inquiries from consultants (for Records of employment, address changes, employment letters, etc.)
• Follows up with consultants about weekly timesheets and ensure that each consultant submits a billable-hours timesheet, Paid Time-Off Timesheet or Holiday Timesheet by running the appropriate PeopleNet, Fieldglass or Beeline tool. Submit zero hour timesheets, when necessary.
• Assists the Back Office with correcting timesheets or billing/invoice issues as requested.
• Manages PeopleNet dashboard and monitors timesheets/invoices.
• Reviews PeopleNet reports to ensure all timesheets have been processed and creates missing timesheet spreadsheet for consultants who did not submit zero hours.
• Generates reports such as the Starts and Ends Report, Headcount Stats Report, the Key Metrics report and any other ad hoc reports as assigned.
• Ensures Bullhorn data is updated regularly.
• Communicates all new and current Modis policies and procedures to the consultants and colleagues.
• Ensures timely communication between the branch and the corporate office by responding to all emails/phone calls within 24 hours.
• Audits New Hire Checklist documents for accuracy.
• Attends regularly scheduled administrative meetings.
• Responsible for all other duties as assigned by Manager or requested by corporate head office.

SECONDARY FUNCTIONS:

• Manages virtual deal processing and administration, as required.
• Organizes and prepares employment packets, Christmas cards, consultant addresses, etc.
• Coordinates office volunteer efforts as well as Staff, Client and Consultant social events, if applicable.
• Tracks office equipment inventories.
• Orders office and kitchen supplies as well as equipment and marketing or promotional items.
• Produces a monthly report for BDMs regarding contract extensions and terminations as well as revenue by employee for management, if required. (Montreal only)
• May be required to perform translation tasks (Quebec only)
• May be required to provide data/documentation to QPR auditors and perform Quality process reviews annually or as required.
• Performs backup duties for other administrative functions (coordinated with other branches) as needed.

TRAINING REQUIREMENTS:

• Complete all AULearnCenter training within first 30 days of employment.
• Train on the new consultant onboarding process.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations will be made upon request to enable individuals with disabilities to perform the essential functions.

EDUCATION & EXPERIENCE:

• 2-5 years work experience, some of which must have been in an administration capacity, preferably within a similar industry.
• Completion of Community College or equivalent preferred.
• Security Level Clearance (must be able to obtain Secret level), as required.

SKILLS & OTHER POSITION REQUIREMENTS:

• Strong communication skills both verbal and in writing
• French communication skills is considered an asset
• Excellent and professional customer service skills
• Computer literacy to include PC based applications and strong web navigation skills
• Be self-directed
• Strong multi-tasking and problem solving abilities
• Able to work within a large corporate environment
• Experienced in build strong relationships externally with candidates and clients as well as internally with consultants and colleagues.

AKKODIS CANADA RETAINS THE RIGHT TO CHANGE OR MODIFY JOB DUTIES AT ANY TIME. THE ABOVE JOB DESCRIPTION IS NOT ALL ENCOMPASSING.NEEDS AND REQUIREMENTS MAY VARY BETWEEN LOCATIONS AND ACCORDING TO BUSINESS NECESSITY.

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