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Office Coordinator

Req. #:  14079
Department: Group Design Studio
Location: Montreal, QC CA
Job Status: Temporary Full-time
Grade:  04
Category: Administrative Support/General Services
Description:

Responsible for accurate accounting and monitoring of Group Design Studio’s budgets and financial records.  Provides monthly productivity report highlighting to Manager any budgetary adjustments to ensure compliance with Canadian and UK taxation regulatory requirements. Operates within a sensitive and confidential environment requiring the ability to exercise judgment and the handle of complex and/or ambiguous situations.

  • Prepare and process Group charge backs through an approval and invoicing system. 
  • Monitors and processing UK designers time through an access database timesheet system, the collection and record maintenance of hours billed monthly for various Group Business Units, as well as the daily maintenance of a list of almost 4000 projects and their related billing information.
  • Prepare and process employee timesheets for print and digital in order to collect data for ABCs as well as proceed with intercompany charge back on special projects.
  • Balance and monitor the yearly budgets of three cost centers. This includes preparing and submitting the timely payment of invoices and employee expenses, as well as preparing jet journals to transfer the cost of images, videos and other material purchased by GDS to other departments. The placement and tracking of orders for hardware, software and other supplies is also part of this task.
  • Laison with Financial Report & Control contacts in Canada and UK.
  • Ensure the Business Continuity Plan is kept up to date every 6 months. This includes following up with team leaders on the maintenance and update of various lists and reports.
  • Redirecting and replying to all queries from the public website.

REQUIREMENTS

  • College Education.
  • Minimum 3 years of relevant experience.
  • Excellent knowledge of MS Office suite, in particular Access, Word, Excel and PowerPoint.
  • Strong written and verbal skills in English and French.
  • Ability to work effectively alone and as part of a team.
  • Meticulous attention to detail and ability to follow a regimented workflow.
  • Effective time management and organizational skills.
  • Willing to learn new skills.

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Confidentiality of personal information
The personal information gathered on this website is considered strictly confidential and will be used exclusively for recruitment purposes by the Human Resources department at The Standard Life Assurance Company of Canada. Under no circumstances will this information be used for other purposes or forwarded to a third party without the candidate’s authorization.





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