Job title: Plant Administrative Assistant

Company: Lhoist

Job description: RESPECT to people, COURAGE to be pioneers and raise the bar, and always demonstrating INTEGRITY and authenticity. Do these core values align with yours? If so, Lhoist North America may be the place for you! We are a company that believes our people make it happen and rewards talent by offering opportunities to further develop your knowledge and interests. Within our organization, we offer safety first environments, collaboration across teams, diverse and inclusive workspaces all while challenging each other to grow.

Application Deadline for this role will be 3/8/2024

POSITION SUMMARY:

This position includes many functions intended to keep the office and procedures within the office flowing smoothly and efficiently. It entails persistence, precision and patience along with the ability to multi-task on a regular basis. This position requires knowledge in an array of different areas including but not limited to AP/AR, payroll, Human Resources, finance, office management and other areas.

RESPONSIBILITIES & EXPECTATIONS:

Human Resources / Benefits Administration:

• Prepare and file monthly & annual information including pension contributions and reports
• Calculate and reconcile taxable benefits amounts
• Coordinate with benefits broker
• Prepare annual statements as required, such as T5, pension reports, T4 documents, and other items as needed
• Track and provide information to employees regarding safety gear, such as eye wear, uniforms, raingear and boots
• Collective bargaining agreement administration

Payroll:

• Run and audit time clock and entries daily
• Keep track of hours as needed such as banked hours
• Reconcile items such as banked hours, ADP bi-weekly reporting, WCB reports and information for EI
• Calculate vacation rates and provide for HR
• Calculate and remit pension payments and Health and Welfarem amounts to Union monthly
• Calculate and provide overtime hours to HR
• Work closely with Corporate Payroll department for processing payroll, issues and compliance
• Stay up-to-date with payroll regulations (new stats, sick days, changes to Employment Standards, etc.)
• Properly calculate and issue payroll corrections when needed
• Track and compare time off request forms with operations team
• Work with Controller for annual budgeting
• Tracking compliance with collective bargaining agreement in effect

Accounts Payable:

• Manage PO and non-PO invoices
• Receive and validate in SRM or SAP
• Reconcile invoices for accuracy including but not limited to taxes, pricing, and on-time payments
• Work closely with Corporate AP Team
• Coordinate with all vendors or carriers to resolve any discrepancies
• Prepare annual, semi-annually or monthly invoicing or documents needed
• Request and supply COI’s from Marsh Canada to vendors requesting them
• Calculate and code GST amounts on carrier payments and submit for entry
• Create journal entries for necessary adjustments of incorrect GST amounts

Accounts Receivable:

Banking and Other:

• Prepare daily deposits for entry
• Confirm any EFT deposits in bank accounts
• Record all monetary transactions daily including non-customer related transactions
• Report reconciled cash balances and receipts and expenses to head office monthly
• Enter and report bag inventory monthly

Customers:

• Review customer invoices/debit notes/credit notes for accuracy – pricing, currency and taxes
• Create files for new customers, ensure accuracy and follow up on invoicing as needed
• Update customer rate report with any changes (including taxes)
• Collections – monitor closely and notify customers of late payments
• Confirm payments match invoices by verifying rates and distribution

Other Office Responsibilities:

• Coordinate office equipment maintenance and purchase supplies or other needs for the office
• Point of contact with various vendors and providers
• General administrative support
• Local superuser for SAP, SRM & VIM issues
• Liaison with IT helpdesk
• Point of contact for customs information
• Posting for customer invoicing and carrier payments in Shipper’s absence
• Other duties as required

ATTRIBUTES:

• Must be able to effectively communicate with customers and company personnel to ensure accurate.
• Eager to learn and understand new processes.
• Able to troubleshoot and problem solve.
• Capable of dealing with constantly changing priorities.
• Previous SAP experience a plus or other similar business enterprise system.
• Microsoft Office product proficiency is a necessity.
• Attention to detail and accuracy.

• Ability to organize, prioritize and manage time effectively.
• Availability for weekly, monthly, or yearly reporting/processes.
• Reliable and independent.

PHYSICAL DEMANDS INCLUDE, BUT ARE NOT LIMITED TO:

· Must be physically able to perform work assigned.

· Must be physically capable of accessing all plant locations.

· Will be working in an office environment at an industrial mineral processing facility.

· The employee could be exposed to the following working conditions: Extreme Heat and Cold, Noise, Vibration, Oils, and Atmospheric Conditions such as Dust, Fumes, and Lime/Mineral Particles.

· The employee will be required to perform the following actions (from time to time): Standing, walking, balancing, stooping, kneeling, reaching, talking, seeing, hearing and sitting.

REQUIRED EDUCATION: High school diploma or GED Equivalent.

PREFFERED EDUCATION: Bachelor’s degree in Business Administration, accounting or equivalent work experience.

REQUIRED EXPERIENCE: Minimum five (5) years’ experience in an office support position with accounting, union payroll and finance experience.

PREFFERED EXPERIENCE: Seven (7) years’ experience in an office support position with accounting, union payroll and finance experience.

Lhoist North America offers a very competitive salary package that includes but is not limited to comprehensive benefits including medical, dental, vision, life, vacation, and disability insurance. You can plan for your future with Lhoist North America 401K retirement savings options which includes an employer match. Lhoist North America also recognizes the importance of continuing education by offering Educational Assistance to our employees to encourage continued personal development and professional growth.

Here at Lhoist North America, we are an equal opportunity employer and value diversity in our workplace. We do not discriminate based on race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. All qualified applicants will receive consideration for employment without regard to any of these protected characteristics. We encourage applications from all individuals and strongly support diversity in our workplace. We strive to create an inclusive environment for everyone, and we are committed to treating everyone in a fair and equitable manner. We are proud to be an equal opportunity employer and are committed to fostering a diverse and inclusive work environment.

Expected salary:

Location: Langley City, BC

Job date: Sat, 10 Feb 2024 06:54:14 GMT