Administrative Director

Recrutement ART Inc. is proud to represent our client (Pipes & Piling Supplies Ltd.) in the search for an Administrative Director.

This privately held company has been in business for over sixty five years and operates a dozen operations across North America. They are key suppliers and material manufacturers/fabricators  to major construction firms, supplying to infrastructure projects (bridges, overpasses, port facilities, airport, water transmission and energy related construction, in both Canada and the U.S.). The company imports materials from Asia, and Europe.

 

Reporting to the president, the incumbent is responsible for overseeing the organization’s daily operations (accounting departments in each of the locations, to review contracts or with outsourced legal support when necessary, billing oversight, and HR matters) and implementing administrative policies and procedures. Information technology and strong accounting background would be beneficial.

Strong communications skills and negotiation skills.

 

Key Responsibilities:

• Lead, coordinate, and support the finance teams
• Implement, improve, and enforce administrative policies and procedures
• Ensure the smooth running of daily operations and the efficiency of cross-departmental processes
• Produce performance reports, financial analyses, and key performance indicators for management
• Identify opportunities for continuous improvement, both in terms of human resources and technology

 

Accounts Receivable

• Regularly verify received payments and reconcile them with issued invoices
• Verify that invoices, and supporting documents from subcontractors comply with contractual terms and conditions
• Verify subcontractor invoices before forwarding them to the finance department
• Oversee follow-ups for late payments (emails, calls, letters)
• Manage customer disputes and collection situations
• Generate monitoring reports (at-risk customers, cash flow, collection forecasts)
• Analyze payment trends and recommend adjustments to credit policies

 

Accounts payables

• Oversee the receipt, verification, and recording of vendor invoices
• Validate payment approvals in accordance with internal policies
• Ensure payment deadlines are met to maintain good relationships with vendors
• Monitor vendor balances, resolve discrepancies, and maintain accurate records
• Optimize processes to improve efficiency and ensure regulatory compliance
• Oversee the creation, issuance, and tracking of customer invoices
• Generate reports on expenses and outgoing cash flows

 

Contract Management

• Facilitate weekly contract review meetings to track issues, clarify questions, and find solutions
• Manage the tracking of changes made to contracts with subcontractors under your responsibility
• Maintain accurate contract files, records, and archives to ensure transparency and readiness for audits
• Coordinate with project control to ensure that contract progress aligns with cost and schedule reports
• Assist technical site supervisors and the site manager in managing on-site changes and prepare supporting documentation
• Negotiate re-billing and contractual disputes

 

 

Requirements and Qualifications

• Bachelor’s degree in business administration, accounting, finance, or a related field, plus eight (8) to ten (10) years of experience in team management, as well as administrative and financial management
• Experience in the construction industry (a plus)
• Excellent communication and negotiation skills
• Knowledge of standard contract terms and legal principles
• Ability to identify contractual weaknesses and prevent or remedy them
• Strong communication skills and ability to interact with clients and contractors
• Bilingual in French and English
• Willingness to travel between our offices (St-Felix de Kingsey, St-Hubert)
• A commitment to the well-being and development of your team
• A keen sense of organization and the ability to implement effective processes
• A strong emphasis on rigor in work processes and methods
• Excellent communication and collaboration skills

 

What the company can offer:

• Group insurance
• Health and wellness program, EAP (Employee Assistance Program), telemedicine, and annual allowance for sports activities
• A welcoming, warm work environment focused on customer service
• A dynamic team committed to continuous improvement