Contract Assistant - Routine Replacement Administration

Summary

This position is responsible for the administrative and clerical support for the Routine Capital Team that execute projects across more than 50 CRHC properties and involves the advancement of more than $4M in routine capital works annually. This position regularly communicates, collaborates, and coordinates with a diverse range of consultants, contractors and CRHC staff involved in operations, finance, and capital project delivery to ensure a strong team culture that supports CRHC goals and objectives.

Key Duties & Responsibilities

• Processes, codes and tracks, administrative and capital replacement payables using SAP and project tracking software; including contract billings and ensuring timely payment of statutory holdbacks and reoccurring payments.
• Reconciles vendor accounts and related financial records.
• Responsible for creation of capital plan sheets including "to date" spending.
• Assists in the preparation of annual capital budgets and provides monthly reporting.
• Prepares and inputs corrective journal entries and creates goods receipts for Routine Capital Budget invoicing.
• Works with Contracts Coordinators, Property Managers, contractors, consultants, and other staff to coordinate and schedule routine capital projects; ensuring all parties receive accurate, timely information that impacts CRHC properties.
• Coordinates approval, authorization, and distribution for confidential and non-confidential documents such as contracts, agreements, reports, and correspondence, ensuring deadlines are met.
• Manages work area's records for all project and administrative files and acts as SharePoint Champion for the Routine Capital Team.
• Working knowledge and experience working with the Residential Tenancy Act and regulations, policies and procedures related to social housing management.
• Draft and proofread/edit technical correspondence, reports, and presentation documents ensuring technical accuracy and compliance with corporate guidelines.
• Develops, documents, implements, and evaluates administrative processes, protocols, and procedures to ensure alignment with corporate standards and effective use of work area resources.
• Arrange meetings, including scheduling attendees, room booking and set-up, and providing refreshments, prepare and distribute agendas. Excellent communication (verbal and written), interpersonal and customer service skills.
• Take minutes, track tasks and action follow-up to support workflow on priority projects and to facilitate decision-making efforts to advance the Routine Capital Plan.
• Executes duties following all corporate policies, procedures, and standards, including financial, records management and procurement processes and policies.
• Maintains Routine Capital Teams' asset inventories (fixed and non-fixed), monitoring and ordering of office supplies, and liaising with internal departments to coordinate office equipment and space requirements.
• Provides data entry for projects and CRHC properties.
• Performs other related duties as required.

Additional Information

• None

Key Skills & Abilities

• Knowledge of capital projects.
• Knowledge of office operations, administrative processes, and systems.
• Advanced knowledge of accounts payable practices, principles, and internal controls.
• Considerable experience with the preparation and monitoring of budgets and budget expenditures.
• Thorough knowledge of contract tendering procedures and legal requirements.
• Considerable experience with and understanding of Enterprise Resource Planning (ERP) systems such as SAP.
• Considerable experience with computerized asset management systems such as Asset Planner.
• Proficiency with a range of software: MS Office Suite (Excel, Word, PowerPoint), Adobe Acrobat, SharePoint and database programs such as SAP.
• Experience in data entry, with demonstrated speed and accuracy.
• Experience arranging meetings, preparing agendas and information packages, and taking and transcribing minutes.
• Strong ability to work effectively in a team environment and individually with minimal supervision.
• Ability to organize and prioritize workload, take initiative, and problem solve.

Qualifications

Certifications