Branch Administrative Support/Production Coordinator

Req #:  10522
Division: SE - #378 Service Experts Heating and Air Conditioning, Ottawa
Location: Ottawa, ON CA
Travel Involved: 0
Job Type: Full Time
Job Level:  Experienced
Education: HS Diploma or Equivalent 
Category: Administrative/Clerical
Benefits: Lennox International offers an excellent salary and benefits package including competitive retirement plans. Our health benefits include medical, dental and vision insurance. Lennox International also offers employees basic life and AD&D insurance, a scholarship program and employee tuition reimbursement.

NO PHONE CALLS PLEASE. Lennox International Inc. and its subsidiaries are fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, creed, color, sex, sexual orientation, age, national origin, religion, disability, genetics, veteran's status, or any other category protected under federal, state or local law.
Company Information:
Innovate your career.

When you choose Lennox International, you know you're getting the best.

That is why when you work at Lennox International, you know you are among the best.

As a leading innovator of home and commercial, heating, cooling, refrigeration, air-quality, and related services, Lennox International is committed to helping our people innovate our products and their careers.

Join over 12,000 employees worldwide who build our heritage of integrity and innovation. At Lennox International, we make your home, your businesses, and your work, a better place.
Job Description:
Provides general administrative and clerical support to the Branch following standardized processes and procedures. Utilizes various computerized systems and software to perform tasks. Variation in tasks is contingent on the size and staffing level of the Branch. Work is performed under general supervision with latitude for limited decision making.

Answers telephone and assists call or routes call to appropriate person. Sorts and opens mails, orders office supplies, and maintains files. Disburses cash from Petty Cash Fund, collects receipts and other required documentation for use of petty cash, reconciles cash expenditures to balance fund monthly, and submits required documentation to Accounts Payable for replenishment of fund. Removes payments and documents from Lock Bock, enters required information in cash log, completes deposit slip and deposits funds in bank, and faxes/emails deposit information and receipt to Area administrative staff. As requested or from approved list, enters required information into designated system in order to create Purchase Orders. Obtains management approval of purchase order and routes/retains purchasing documentation in accordance with standardized procedures. Maintains spreadsheet record of usage of consigned inventory creates purchase orders in designated system as inventory is used reconciles available consigned inventory to usage spreadsheet, and reconciles invoices to purchase orders for consigned inventory. Processes extended warranty claims in accordance with established procedures and processes to include reviewing individual product warranty information in order to complete appropriate vendors warranty documents. Completes Returned Goods Authorization forms and log and tracks payments/credits from vendor. Reviews timesheets for completeness, correctness, and required approvals prior to faxing to appropriate corporate personnel for entry into time-keeping system. Calculates piece rate payments due in accordance with piece-rate program and gathers data relating to spiffs payments due in order to complete spreadsheet for routing for entry by corporate personnel. Gathers required information and documentation in order to complete Personnel Action Form using the PAF System.

High school diploma with a minimum of 1-2 years of general clerical or accounting clerk experience.

Knowledge of generally accepted administrative practices and procedures. Ability to learn and follow company process and procedures, including the fundamentals of human-resource-related recordkeeping and record retention. Ability to maintain confidentiality of human resource and other sensitive data. Ability to work well under pressure Capable of dealing with stressful situations and unhappy customers Ability to learn and follow company process and procedures. Ability to multitask in a busy work environment and to organize and manage multiple priorities. Excellent customer-service, verbal and written communication, and interpersonal skills. Experience or training the use of computers and related systems in an administrative office environment. Working knowledge of Microsoft Word, Excel and Outlook software applications. Effective communication skills to communicate with customer and to resolve customer issues, complaints, or concerns. Ability to communicate with co-workers and customers in a pleasant, business-like, and customer-focused manner. Ability to communicate with a diverse customer population. Ability to work effectively in both a team and an independent environment.

Scheduling for installers
Duties include: creating Job numbers, plans, top sheets, POs, and pick lists
Scheduling gas piping with subcontractors
Scheduling fireplace installations with subcontractors
Scheduling of air conditioners and HRVs with employees
Communication to/from builders, foremen, employees, and subcontractors
Organization of schedules
Detail orientated a must
Multi-tasking required
Working well with the team a must
Experience with various computer programs, including MS Access

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Lennox International is an Equal Opportunity Employer and supports a diverse, inclusive work environment.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

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