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Overview

Overview

Overview

Overview

Responsible for overseeing a team of Administrative Coordinators, and supporting the business by looking after the administrative processes for the terminal.

How You’ll Help

• Responsible for Oversees a team of admin coordinators, setting performance objectives, evaluating performance, hiring and training as required.
• Provide administrative support to the managers and office staff team and ensure that administrative matters are organized and dealt with in a professional manner
• Mentor and train office staff in procedures and in use of current software
• Arranges coverage for vacations and other absences to ensure deadlines for are met
• Works on administrative projects as required 
• Other related duties as may be required.

Your Skills & Experience: 

• Post secondary education, preferably in business or office administration
• A suitable combination of education and experience may also be considered.
• 3-5 years experience in administration preferably in the transportation industry
• 1-3 years of leadership/supervisory experience
• Strong leadership skils, including the ability to motivate a team in a high pressure, deadline driving envrionment
• Strong communication skills, most verbal; some written
• Computer skills – data entry accuracy; strong knowledge of MS Office products and web based programs; knowledge and/or experience with AS400 a strong asset.
• Strong conflict resolution skills
• Able to work deadlines in high transactional environment
• Ability to champion business needs in a collaborative manner to colleagues
• Results focused
• English and French

Monday – Friday / 5:00 p.m. – 1:30 a.m.

The Administrative Coordinator is responsible for manifesting, scanning, POD’ing and related duties for The Day & Ross Transportation Group. The purpose of this role is to support the business by looking after the administrative processes for the terminal.

How You’ll Help: 

• Provide administrative support to the managers and office staff team and ensure that administrative matters are organized and dealt with in a professional manner
• Broker payroll processing including the inputting of City Drivers payroll in the terminal; confirmation of information provided by brokers and data entry for the terminal; providing brokers with invoice copies; and fielding inquiries as to payroll discrepancies.
• Welcome clients; ascertain nature of business and direct clients to appropriate managers and employees
• Schedule driver appointments.
• Send appointment requests via fax, email, and telephone.  Update system with appointment information.   Manifest and arrange appointments.
• Input pick up BOL’s and update POD’s.
• Pick-up Bills and POD’s: Enter bills and POD’s. Upload and edit EDI files. Ensure COD and cash shipment payments are received before tendering to agents.
• Agent Freight: Tracking and updating system information on shipments for agent delivery.
• Reports: POD reports – following up on PODs Make sure PODs are imaged. Missed appointment report following up with customers if freight not delivering.
• Call customers regarding appointment change, status, issues regarding appointment. 
• Log customer interaction consistently and accurately in AS400. 
• Redirect documents intra- and inter-terminal as well as to customers as needed
• Answer phone calls and email enquiries and relay calls and messages to appropriate managers and employees
• Attend meetings, take notes, and follow up on decisions within area of responsibility
• Order office supplies and maintain inventory for the terminal
• Create manifests, verify the weight for all LTL loads, load trailers, ensuring that the number of boxes/ shipments, weight and dangerous goods information is correct and complete
• Prepare manifests for trucks crossing from Canada to US border and vice versa
• Assist drivers with preliminary paperwork information such a bill of lading, trip envelops and border crossing procedures
• Input skeleton bills into the system ensuring that all critical information is input, enter comments regarding damages, shortages and ensure required signatures are present
• Gather, enter, and update data to maintain software database on daily basis as appropriate, establishs and maintain files and records 
• Ensure that correct information about missed pickups and deliveries is rescheduled
• Mentor and train office staff in procedures and in use of current software
• Assist with data entry
• Dispatch some night runs/shifts, and extend vacation coverage for dispatch

Your Skills and Experience: 

• Minimum of secondary education, with preference of post-secondary education (general stream), or a combination of education and experience.
• Previous Transportation or operational experience is preferred, various roles within transportation would be beneficial 
• Computer literate in Excel and Word
• Equipment knowledge is an asset
• Strong problem solving skills with the ability to implement proactive solutions to support operational demands and efficiencies
• Results focused
• Exceptional interpersonal and leadership skils to manage demands and resolve issues with drivers, coworkers, etc.
• Must have a strong sense of urgency
• Good communication skills
• Must be able to work under a flexible work schedule 
• Must be a hands on operator, trainer, coach and mentor
• Must be able to build and maintain relationships  

Job title: Technical Administrative Assistant
Wages/salary: $36 CAD per hour
Nature of Employment: Full-time, Permanent
Hours: 30 to 40 hours per week
Other benefits: Paid time off (for volunteering or personal days)

Job Qualification:
Language: English
Education: Bachelor’s degree
Experience: 2 years to less than 3 years
Worksite environment: On site: work must be complected at the physical location

Job Responsibilities:

• Assist with staff consultation and grievance procedures
• Coordinate the activities of the HR Department in order to ensure they meet the organization’s goals
• Coordinate the flow of information within the team
• Direct and control daily operations
• Evaluate daily operations
• Open and distribute mail and other materials
• Plan and organize daily operations
• Establish and implement policies and procedures
• Record and prepare minutes of meetings, seminars and conferences
• Determine and establish office procedures and routines
• Plan, develop and implement recruitment
• Schedule and confirm appointments
• Manage contracts
• Manage training and development strategies
• Answer telephone and relay telephone calls and messages
• Answer electronic enquiries
• Oversee development of communication strategies
• Compile date, statistics and other information
• Oversee the preparation of reports
• Order office supplies and maintain inventory
• Oversee payroll administration
• Arrange travel, related itineraries and make reservations
• Greet people and direct them to contacts or service areas
• Set up and maintain manual computerized information filing systems
• Type and proofread correspondence, forms and other documents
• Conduct research
• Perform data entry
• Provide customer service
• Work with the marketing department to understand and communicate marketing messages to field
• Recruit and hire works and carry out related staffing actions
• Recruit and hire staff
• Maintain and manage digital database
• Perform basic bookkeeping tasks
• Consult with clients after sale to provide ongoing support
• Conduct performance reviews

Computer and technology Knowledge

• Microsoft Applications
• Adobe Acrobat Reader
• Google Drive
• Security Software

Type of experience: Security systems/ alarms consulting (residential)

Area of Specialization

• Contracts
• Invoices
• Charts, tables, graphs and diagrams
• Project management
• Business process management
• Accounting and financial services.

Overview

Overview

As an Administration Manager, you will be responsible for overseeing all Terminal Administration, Customer Service, APT, Check in, Check out, LH OTB and reporting department Functions. Developing an engaged and motivated admin team is critical to the success in this role. A motivated, administrative professional with an emphasis on being customer solution and process improvement focused will be key elements to your success.

You will be a key manager in the terminal and have an important role in the overall success of the operations and will need to work with the other managers as a unified team to accomplish a high satisfaction rate with the customers and improve current processes.

How You’ll Help

• Manage the admin staff to ensure each meets service, quality and productivity objectives.
• Plan and coordinate administrative procedures and systems; devise ways to streamline processes.
• Manage employee issues such as individual poor performance, inappropriate behaviour, absenteeism, etc.
• Recruit and train employees on systems, processes and workflows.
• Help lead and apply the performance management processes, supporting employees in their personal and performance development.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
• Ensure employee scheduling is optimal to meet customer, operational demands and ensure compliance with internal hours of work policy.
• Work collaboratively with terminal-based teams and teams performing centralized corporate functions.
• Maintain a high level of service to both internal and external customers.
• Cultivate and foster a positive and productive culture in the office.
• Manage and maintain a safe office environment.
• Oversee general office communications and announcements.
• Assist Terminal Manager with special projects as needed.
• Serve as the point of contact for employee inquiries about office policies, benefits, and other HR matters.
• Assist in the onboarding process for new employees at Day & Ross.
• Serve as the liaison between different departments, ensuring effective communication and coordination.
• Regularly review KPIs to ensure they remain relevant as the organization’s goals or priorities.
• May perform other duties and/or responsibilities as required.

Your Skills & Experience: 

• Post-secondary education in business administration or related field, an asset
• A suitable combination of education and experience may be considered
• 1-year experience in a billing department, transportation, or related field
• A suitable combination of education and experience may be considered.
• Previous project management of large complex projects is beneficial.
• Must demonstrate deep knowledge of the technology environment.
• Background in business or equivalent work experience would be preferred.
• Experience in, or exposure to complex supply chain management methodologies 
• Communication skills - advanced
• Computer skills – accuracy, MS products, Oracle, web-based programs
• Demonstrated customer relationship skills
• Strong conflict resolution skills
• Detail-orientated with the ability to work accurately in a high-volume, fast-paced environment
• Ability to champion business needs collaboratively to colleagues
• Results focused.

As a cornerstone business within Scotia Wealth Management®, ScotiaMcLeod has earned a reputation for integrity based on service excellence and trusted investment advice. Our advisors and teams pride themselves on exploring innovative approaches to protecting and growing their clients' assets. 

When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.

BRIEF INTRODUCTION

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
IS THIS ROLE RIGHT FOR YOU

In the role you will:
 

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

 
DO YOU HAVE THE SKILLS
We would love to work with you if you have:
 

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

 
WHAT’S IN IT FOR YOU
 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills.