Team Lead, Administration

January 1, 2022 Business Management and Administration

Job Overview

Job title: Team Lead, Administration

Job description: As a Team Lead, Administration within the Acheson branch, you will have the ability to use your leadership skills to provide growth and development opportunities for employees within the administrative department. We are looking for a strong leader who can lead a skilled administrative team, communicate with confidence and has the ability to think outside the box.
SMS Equipment offers rewarding careers in the heavy equipment industry across Canada. As the largest Komatsu dealer in North America, SMS Equipment gives you the opportunity to represent world-class quality in our product offerings and customer service. A few of the many benefits of working with SMS Equipment include competitive wages, comprehensive group benefits plans, and RRSP matching.

Reporting to the Manager, Operations Support, the Team Lead, Administration, proactively liaises with branch personnel, customers, suppliers, and head office personnel to ensure the branch’s accounting and administration systems are maintained accurately and efficiently. This position will be responsible for the coordination of service administration functions for branches, work distribution, mentorship, and review of team members, and ensuring branch personnel adhere to all company policies and procedures.

Responsibilities include, but are not limited to:
Workload Management – 50%

Ensures workload is appropriately distributed to maintain efficient service to the branches; reassigning excess work, and arranging for replacements of critical services to cover absences, leaves, etc.
Monitors information flow in the branch to ensure the timely handling of information
Provides leadership to a team of 7 direct reports who work within the 5 remote mining branches
Responsible for the recruitment of position and securing temporary staff coverage
Monitors the quality of work performed by support staff and provides advice and counsel on a variety of functions, processes, and procedures
Ensures that employees receive appropriate training and ongoing instruction to systems and processes
Responsible to complete staff performance evaluations
Ensures branch personnel adhere to SMS policy and procedure
Provides guidance to team members on issues and escalates issues to the Manager as required
Travels, as required, to remote branches to provide in-person support and training to Service Assistants

Project Work as Assigned – 25%

Continuous improvement of work procedures and processes including the continuous improvement and implementation of JSOX procedures and compliance
Provides insight and expertise to projects within remote mining
Generates and assists in monitoring current WIP reports for the remote mining branch
Reviews completed work orders
Reviews completed customer specific invoicing and Ariba upload requirements
Establishes plans and methods to deal with work in remote locations, ensuring customers are being invoiced correctly and in a timely manner
Communicates branch update reports on a weekly basis to General Supervision on WIP progress and Manager, Operational Support monthly
Reviews daily reconciliation of payroll and follows up on required pay corrections
Coaches Service Assistants to ensure payroll cut off times are met
Liaises with Payroll to build new processes and communicates process changes to Service Assistants
Reviews and reconciles Leaves of Absences and hourly expense reports
Prepares reconciliations and adjustments in accordance with SMS policy and accounting practices
Prepares invoicing for larger/complex customer work (ex. shovels, rebuilds, etc.)
Liaises with branch management to ensure accurate invoicing on labour pool resources

Compliance – 25%

Ensures all employees within Mining Operations Support activities are conducted in compliance with health, safety and environmental standards, SMS policy and procedure, and any applicable legislation
Ensures corrective actions are implemented and maintained
Supports the branch Joint Workplace Health & Safety Committee
Champions safety in Mining Operations Support by participating fully in all branch and company safety programs
Audits information in the service data quality assurance program and acts if, and provides direction, if information is incorrect

Qualifications

Post-secondary education in business administration or a closely related field
5 – 7 years’ experience in administration
2 years’ experience supervising administrative level staff
Solid analytical skills with the ability to be efficient and detail oriented
Excellent computer skills with the MS Office Suite (Word, Excel, Outlook) coupled with internal SMS software
Excellent communication skills – the ability to provide and exchange information with internal and external contacts
Excellent time management and work prioritization skills, with the ability to act flexibly as demands consistently change

This position is required to regularly work at our customers’ location. Below are the current requirements from our customers that all candidates need to be able to complete to gain access to their worksite:

Pre-employment Medical
Criminal Check Clearance
Covid -19 Vaccination and other immunization checks
Drug and Alcohol check

At SMS Equipment, safety is our number one priority. Our successful candidate is intrinsically motivated and committed to making safe choices, when completing all tasks.

To apply for this position or to see other Career Opportunities, please visit our website at https://www.smsequipment.com/en-ca/careers/ . Please search reference number TEAML003875
Applications will be accepted until January 14, 2022

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Expected salary:

Location: Acheson, AB

Job date: Sat, 01 Jan 2022 05:15:06 GMT

Job Source: Careerjet.ca