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Operations Specialist - Ottawa

Ref: CA_EN_6_919333_1081188

Posted a week ago
Location
Ottawa, Ontario
Contract Type
Direct Hire

JOB TITLE:  Operations Specialist - Ottawa

DEPARTMENT:  Ottawa

BU/FUNCTION: Modis Canada

REPORTS TO:  Director, Ottawa Operations & Security

DATE: November 2021 

JOB SUMMARY:

Reporting into the Director, Ottawa Operations & Security, the Operations Specialist is responsible for ensuring efficient and effective administrative duties that support Ottawa branch Operations. The incumbent will work directly with Sales and Recruiting to assist in managing Consultant care not limited to onboarding consultants and managing any specific administrative contractual requirements as needed. Duties must ensure adherence to company policies and procedures.

                                  .

ESSENTIAL FUNCTIONS:

Consultant Administration

  • Manage the consultant experience from an Operations perspective for the duration of a consultant’s contract. This includes working with new and returning consultants to ensure an efficient and seamless onboarding process.
  • Manage the consultant onboarding process, including generating contracts and associated forms/documents for new hires, direct hires and contract extensions, and ensure the proper and timely completion of required paperwork.
  • Work with Back Office to ensure initial placement information is submitted and approved in a timely manner and any required updates are processed so that assignment information is always accurate and current.
  • Liaise with consultants to ensure they have the necessary login information and instructions to submit their hours to the online time reporting system and obtain any required client approvals.
  • Manage the electronic filing of all contracts and consultant documents as needed.
  • Review New Hire and New Assignment information prior to database entry. Clarify with sales or recruiting any discrepancies.
  • Update Master File spreadsheet in real time with any new assignment/extension information.
  • Ensure assignment starts/ends/extensions are communicated to Operations & Security team in a timely manner, for ISO and reporting purposes.
  • Ensure that any required consultant background and/or credit checks are submitted for processing. 
  • Respond within 12 hours to consultant inquiries
  • Payroll Administration

  • Manage PeopleNet dashboard and monitor the submission of timesheets/invoices by consultants. Send reminders to consultants who are late submitting their time.
  • Run and review Payroll reports to ensure all weekly and monthly timesheets have been submitted and/or successfully processed by Payroll.
  • Follow up with consultants to correct errors or omissions in the time-entry system as required. Submit zero-hour timesheets, when necessary.
  • Other Duties

  • Process consultant expense claims as required.
  • Assist with the management of the Ott-Consultants inbox and Modis Ottawa inbox.
  • Process timesheet adjustments and manual uploads as required.
  • Attend weekly Operations team meetings.
  • All other duties as assigned by Manager.
  • SECONDARY FUNCTIONS:

  • Perform backup duties for the team not limited to other administrative functions as needed.
  • Assist with Staff and Consultant social events.
  • WEEKLY OBJECTIVES & KEY METRICS:

    N/A

    TRAINING REQUIREMENTS:

  • Complete all AULearnCenter training within first 30 days of employment.
  • Training on ModisNow, Bullhorn, PeopleNet/Bullhorn Time & Expense, MicroStrategy
  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations will be made upon request to enable individuals with disabilities to perform the essential functions.

    EDUCATION & EXPERIENCE:

  • 2-3+ years’ work experience, some of which must have been in an administrative capacity, project coordination or contract administration, preferably within a similar industry
  • Completion of Community College or equivalent preferred
  • Must be able to obtain Secret level Security Clearance
  • Bilingualism (English/French) is a definite asset.
  • Experience with records management, familiarity with government contracts.
  • Requires intermediate to high level computer literacy skills to include PC based applications not limited to Excel, Word and PowerPoint, SharePoint and strong web navigation skills
  • Familiarity with applicant tracking systems, sales tools and/or job boards (e.g. Bullhorn, Fieldglass, Beeline, IQNavigator)
  • SKILLS & OTHER POSITION REQUIREMENTS:

  • Excellent organizational skills and attention to detail
  • Ability to multi-task, take initiative and problem solve
  • Strong communication skills both verbal and in writing
  • Excellent customer service skills
  • Team player attitude and willingness to take direction
  • Ability to work within a large corporate environment
  • Ability to build strong relationships externally with candidates and clients as well as internally with colleagues.
  • MODIS CANADA RETAINS THE RIGHT TO CHANGE OR MODIFY JOB DUTIES AT ANY TIME.  THE ABOVE JOB DESCRIPTION IS NOT ALL ENCOMPASSING.  NEEDS AND REQUIREMENTS MAY VARY BETWEEN LOCATIONS AND ACCORDING TO BUSINESS NECESSITY.


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