Interior Project Administrator

Job summary

The Contract Administrator supports financial activities by managing project setups, invoicing, and credit processes. They are responsible for providing timely reports to corporate finance and ensuring accurate maintenance of customer master data.

Job details

Company Description Thank you so much for considering our company in your career search! Classic Fire + Life Safety is a leader in the fire protection and life safety industry because of our talented, knowledgeable, and motivated staff. We know that it is our people who make the difference, and we are looking to grow our team of passionate professionals. Interested in joining us? Our goal is to partner with our customers, to ensure their building, and the people in them are safe, from new building construction activities, modernization activities, and demand for system upgrades, through to preventative maintenance and service. Why join the Classic team? CFLS is a caring company who values our staff. CFLS is local and is part of the community. CFLS is a full-service fire protection contractor. A great working environment with opportunities for career advancement. Comprehensive Group benefits. Educational assistance program. Employee referral bonus program. Social events: Building camaraderie and fostering a sense of community is essential. Job Description The Interior Projects Coordinator will be responsible for a variety of tasks within our IP Division from information tracking, opening projects, creating purchase orders to coordination of schedules and equipment. The Interior Projects Coordinator is a team player and a vital member of CFLS Team. Task & Responsibilities: Preparing, coordinating & implementing schedules for our IP Team at the prescribed intervals to meet scheduling KPI’s. Effectively communicate with our field staff, customers, contractors and vendors. Ensure all scheduled jobs are verified with Project Managers at prescribed intervals prior to field deployment. Maintain all appointment, and system records to ensure they are accurate and updated (i.e. site contacts, scope of work & deliverables, equipment and tooling needs, reports, etc.). Ensure field service staff have their appointments. Work with Scheduling Coordinator & Project Managers to ensure appropriate time is allocated to jobs. Track open jobs to ensure appointments and service orders are moving forward as quickly and efficiently as possible. Create, track, maintain, verify, and close all appointments, and service schedules in our ERP and supporting software Ensure clients record are accurate an updated in our ERP, Inspection Reporting Platforms, Network Drives, and Files. Assist in the Project Management administration tasks including updating and recording meeting minutes for Contract meetings, updating project management software to reflect current project status. Open all new Construction Job Numbers and distribute to appropriate PM’s. Be trained as a back up for other administrative tasks including processing time sheets, fire alarm project tasks (permits, invoicing, job setup). Assist in Large Fire Alarm project tasks and administration. Apply and open Building Permits required. Other administrative tasks assigned by the Office Operations Manager. Qualifications Minimum 2 years’ experience in customer service, work planning, scheduling, dispatching. Ability to prioritize responsibilities, time management, people skills (communication) and teamwork. Working knowledge of Fire & Life Safety Systems, Codes and Standards would be considered an asset. Planning, scheduling, and detailed time management skills are a must. Organized, Strong attention to details and record keeping focus to ensure division’s scheduling needs. Able to process documentation and understand completeness formatting and consistency requirements. Keep informed of scheduling system revisions and upgrades. Good interpersonal skills with department staff and field technicians. Efficient and comfortable with technology and software applications. Team Player with strong communication skills through both written and oral. Must be able to multitask and prioritize. Very strong organizational skills for people and information. Efficiency in Word, Excel, Outlook. Strong interpersonal skills with staff and customers. Keen understanding of customer care. Enjoy working in a team environment. We thank all applicants who apply, but only those candidates who meet the above qualifications will be contacted for an interview. Salary placement within the stated range is determined by evaluating the candidate’s relevant experience, skills, and qualifications, along with internal equity and prevailing market conditions. These factors are applied consistently to support transparent and equitable compensation practices in Ontario. No part of our hiring process uses AI or automated screening technology, all candidate reviews and applications are evaluated manually and hiring decisions are completed by human staff, to ensure a fair and transparent assessment. Classic Fire + Life Safety is committed to treating all people in a way that allows them to maintain their dignity and independence. We believe in integration and equal opportunity. We are also committed to meeting the needs of persons with disabilities in a timely manner and will do so by preventing and removing barriers to accessibility and meeting accessibility requirements under the Accessibility for Ontarians with Disabilities Act. If you have any accommodation needs in accordance with Accessibility for Ontarians with Disabilities Act or Ontario Human Rights Code or would like to provide us with your feedback, questions, or concerns, please contact our Human Resources department at aoda@classicfls.com

What you’ll do

The Contract Administrator supports financial activities by managing project setups, invoicing, and credit processes. They are responsible for providing timely reports to corporate finance and ensuring accurate maintenance of customer master data.

Requirements

Candidates must have 1 to 3 years of finance experience and a college diploma or equivalent. Strong interpersonal skills, attention to detail, and proficiency in MS Office are required for this role.

Benefits

• Comprehensive Group benefits
• Educational assistance program
• Employee referral bonus program

Listed skills

• Financial Reporting · Preferred
• invoicing · Preferred
• Billing · Preferred
• Data entry · Preferred
• Time management · Preferred
• Communication Skills · Preferred
• MS-Office · Preferred
• Microsoft Word · Preferred
• Microsoft Excel · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Financial reporting
• Contract administration
• Invoicing
• Billing
• Data entry
• Time management
• Organizational skills
• Communication skills
• MS Office
• Word
• Excel
• Outlook
• Acumatica
• Project setup
• Payment schedules
• Communication
• Strong Work Ethic
• Leadership
• Microsoft Excel
• Detail Oriented
• Microsoft Outlook
• Organizational Skills
• Finance
• Positivity
• Time Management
• Proactivity
• Computer Literacy
• Data Entry
• Ability To Meet Deadlines
• Construction
• Fire Protection
• Project Stakeholders
• Corporate Finance

Job areas

• Finance & Accounting
• Administrative
• Construction
• Security & Safety
• Contract Administrator
• Contracts Administrator
• Buyers
• Purchasing Agents, Except Wholesale, Retail, and Farm Products
• Buyers and Purchasing Agents

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