Administrative Support & Billing Specialist Oakville

JOB DESCRIPTION

Position Title: Administrative Support

Location:1 – The Canadian Road, Oakville, ON L6H 1A7

Shift: Monday through Friday 6:30AM to 2:30PM, weekends, holidays, potential for daily overtime and additional time as needed

Status: Full time Permanent

Type: Existing Vacancy

Start Date: August 24, 2026

Pay Rate: $27.00 per hour

Benefits: Health, Dental, Life, AD&D and Disability Insurance, Registered Pension Plan, Employee Family and Assistance Program

AWC Operations Canada, ULC (AWCC) performs many logistics functions. Some of these are real time yard management, real time data transfers, real time vehicle direct locating, dealer delivery, import / export preparations, rail car preparation and switching, rail car loading and unloading, and extensive assembly plant operations.

Summary of Position:

​This position maintains and supports all office functions, ensuring facility paper flow and documentation is complete and accurate.

This document is designed to provide a general overview of the requirements of the position and does not entail a comprehensive list of all activities, duties, or responsibilities that will be required for this position. In addition, these activities, duties, or responsibilities may change and will be periodically updated.

Essential Functions, Duties, and Tasks:

• ​Provide office administrative support to operations and facilities team
• Maintain office supply inventory and orders as needed
• Accounts Payable (AP) invoice coding in Concur AP system
• Invoice customer for manual services and follow up when invoices are unpaid/overdue
• Process claims (such as entering damages in VIPS for tracking, investigate claims and present to Terminal Manager, enter result into claims system)
• Responding to Ford requests to prioritize units by identifying the units in the yard inventory and moving the inventory forward
• Monitor VIN services to ensure revenue recognition equals billable items
• Monitor autopay service exception reports
• Respond to telephone, email and in-person inquiries from customers regarding the billing of vehicles and mutually resolve any discrepancies that are identified
• Other data entry and reporting functions as assigned
• Backup to the HR/Payroll Coordinator (e.g., payroll processing, time keeping, daily Wage to Revenue (W2R) reporting)
• Dispatch duties as needed
• Maintain a safe, clean, and organized working environment, including tooling, work vans, yard, etc.
• Understand and adhere to AWCC policies, including but not limited to company safety policies
• Notify supervisor of any workplace hazards or unsafe condition
• Complete all other duties as assigned by management

Knowledge, Skills, and Abilities Required:

• Ability to work with moderate supervision
• Ability to work with a high level of attention to detail
• Ability to keep confidential any work documents seen, or conversations heard during performance of job duties
• Ability to adhere to strict quality standards without variance
• Ability to interact with others effectively
• Ability to effectively communicate both verbally and in writing

Education, Experience, and Minimum Requirements:

• ​High school diploma or equivalent, post secondary education preferred
• Minimum 1-year relevant experience
• Intermediate to advanced level of proficiency with MS Word, Excel and e-mail required; ability to learn and adapt to new computer systems and software programs
• Satisfactory Criminal Record Background Check and Credit Check will be required

Working Conditions:

• Work is performed indoors in an office setting
• This is not a hybrid or remote working position

Physical Demands Analysis:

Check Physical Demands

Description

1.

Strength

a.

Standing

ý

5% of time

Speaking with others

Walking

ý

5% of time

Between work areas

Sitting

ý

90% of time

Working in office or attending meetings

b.

Lifting

ý

Up to 10 lbs.

Supplies, equipment

Carrying

ý

Up to 10 lbs.

Supplies, equipment

Pushing

ý

Up to 10 lbs.

Office supplies

Pulling

ý

Up to 10 lbs.

Vehicle doors

2.

Stepping

ý

Retrieving office supplies

Balancing

ý

Retrieving office supplies

Climbing

ý

Step ladder to retrieve office supplies

3.

Stooping

ý

Retrieving office supplies, filing

Kneeling

ý

Retrieving office supplies, filing

Crouching

ý

Retrieving office supplies, filing

Crawling

ý

Retrieving office supplies, filing

4.

Reaching

ý

Office supplies, telephone, etc.

Handling

ý

Office supplies, telephone, etc.

5.

Speaking

ý

Communication with others

Hearing

ý

Communication with others

6.

Seeing

ý

Reports, computer work, etc.

Depth Perception

ý

Computer work

Colour Vision

ý

Computer work, reports

Accommodations will be provided throughout the recruitment, hiring and employment process in accordance with theAccessibility for Ontarians with Disabilities Act(AODA) and the Ontario Human Rights Code. The company is committed to diversity and inclusivity in employment and welcome applications from individuals with diverse backgrounds.

Job Posted by ApplicantPro