Location: 2295 St. Laurent Blvd. Ottawa, Ontario

Schedule: On-site, 40 hours per week, Monday-Friday 8:00 – 4:30 pm

Crown Lift Trucks is currently recruiting a highly organized and detail-oriented Branch Office Administrator for our Ottawa branch, with at least two years of experience in an office setting handling timecard, timesheets, along with proven administrative expertise and strong multitasking abilities. This is a temporary 7-month contract position (maternity leave replacement) with a possibility of extension.

The Company

Crown Lift Trucks is the premier material handling dealer in Canada. We are a leader in the industry and are considered a one-stop shop for all material handling needs. Crown Lift Trucks Canada operates eight full-service branches in both Ontario and Quebec offering complete service solutions including maintenance programs, parts supply, and training.

The Role

The Branch Office Administrator is responsible for managing various administrative tasks to ensure the smooth operation of our branch. This role requires excellent communication skills, the ability to multitask, and a proactive approach to problem-solving. This position reports to the Branch Manager.

• Set up maintenance contracts, including service items, labor rates, and individual contracts for each truck.
• Create and enter maintenance contract documents in internal system.
• Review expiring maintenance contracts and update necessary reports.
• Responsible for third party customer portal entries including submissions and rejections.
• Responsible for invoice entries including submissions and rejections.
• Code monthly invoices and update insurance and fleet reports.
• Assist with account receivable dispute resolution within the branch.
• Manage truck deliveries and maintenance contracts.
• Review and process AFA, invoice disputes, and rejected AFA.
• Handle new hire packages and onboarding processes.
• Handle new tech and manager/admin setups, including IT tickets, email, system access, and uniform orders.
• Verify and process Aftermarket Sales Rep commissions.
• Coordinate with Human Resources for new hire planning and administration.
• Update payroll files (timecards). Process payroll as per the payroll calendar.
• Manage vacation overages, incident reports, and payables accruals.
• Address tablet and phone issues as directed by specific managers.
• Track boot vouchers and tool allowances. Distribute cheques for boot and tool allowances.
• Order and manage office supplies and printer services.
• Review Customer Care emails and escalate as needed.
• Organize reception coverage and update Technician phone and van lists.
• Maintain and update various reports and files.
• Handle various ad-hoc tasks and special projects as assigned.

Education and Qualifications

• 2 years experience in an office setting working with timecards, timesheets and a working understanding of payroll.
• Proven experience in an administrative role, and in accounts receivable, including the ability to reconcile invoices and interpret account statements.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite and other relevant software.
• Able to work independently and as part of a team.
• Excellent communication and interpersonal skills required.
• Demonstrated problem solving and decision-making skills, excellent organizational and planning skills.
• Able to work with tight deadlines and has a strong sense of urgency.

Perks and Benefits

• Comprehensive benefits such as: medical insurance, dental, vision, long term/short term disability, life insurance, and more
• Opportunities for ongoing professional development

At Crown Lift Trucks, we believe in fairness and transparency. While most of our hiring decisions are made by people, we may use technology, including AI-based tools, to assist with parts of the process such as screening or assessments. If this happens, it is always supported by human review.

We welcome applicants with diverse backgrounds and do not require Canadian work experience for this role.

This job posting is for an existing vacancy (not for a future candidate pool).

Please note that we currently require all new hires to complete a criminal reference check to be eligible for employment.

We are an equal opportunity employer. Crown Lift Trucks will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment, selection, and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require to ensure your equal participation.