Operations Support Assistant

West Shore Environmental Services, a division of Nexus Water Group has an opportunity for a Operations Support Assistant. This position works under general direction and follows established policies and procedures in providing administrative support and clerical services to an assigned area or team, to ensure effective and efficient administrative operations. The candidate should have strong communication skills and excellent attention to detail. They handle routine questions and requests through various mediums with speed and professionalism. They perform multiple tasks and are continuously re-prioritizing duties to support a customer base of over 10,000 accounts. 

Work Location and Schedule

This position is located in Victoria, British Columbia. Little to no travel required. Occasional overtime.

What You'll Do

• Supports the coordination of operating/administrative processes, customer billing, customer agreements, contractor agreements, and account receivable maintenance including collection of delinquent accounts. Works with local municipality staff and developers, providing up to date information. Maintains relationships and liaise on administrative matters with the City of Langford, Capital Regional District, Vancouver Island Health Authority, contractors and consultants. 
• Performs general administrative tasks and reception duties, such as planning meetings, completion of expense claims, timesheets. Assisting in document preparation, greet visitors, and directing calls and mail as appropriate. Responsible for customer data upkeep for Navision software system. 
• Performs AP/AR duties in compliance with company policies and procedures, including the timely processing of invoices, processing late payment fees and statements. Issuing Purchase Requisitions, and maintaining accounting records. Ensuring Parent Property files are current and up to date. 
• Works with Office administration and Manager, Technical Services to communicate the appropriate rates to the public and prepare and distribute customer invoices as required. Reviewing accounts on a monthly basis and applying late payment fees as required. Overseeing the acceptance of customer sewer service applications, and City of Langford sewer assessments for accuracy and completion. 
• Respond to routine, sensitive customer service and billing inquiries including municipal by-law changes, escalating issues to senior colleagues as needed. 
• Responsible for timely collections of accounts receivables, utilizing BC online services, and a third party collection agency.
• Act as first point of contact for local operations, fielding calls regarding billing and other operational requests from external stakeholders such as contractors, municipal engineers or planners, legal offices, developers and customers.
• Review data and provide supporting documentation for various reports including AR balances and customer statistics. 
• Assist and participate with the Health and Safety program, occasionally facilitating a monthly safety meeting, updating emergency manuals and contact numbers as required, and maintaining emergency contact information for the operations staff.
• Assist Operations during utility emergencies, recording relevant information related to those emergencies, and contacting appropriate responders and agencies according to jurisdiction.
• Organizes and maintains various filing systems, including an electronic management system and document retention program. 
• Performs other related duties as required.