ACCOUNTABILITIES

Category Specifics

Prioritizing/Organizing * Prioritize and organize administrative work load, dealing with basic enquiries; ensuring no substantive complaints are received.

• Timely and efficient administration as required by the President and Controller.
• Maintain adequate inventory of offices supplies and equipment maintenance.

Communication * Maintain efficient follow-up/bring-forward procedures (on a weekly basis or as required) in order to pursue matters which have been referred elsewhere or require further action.

Document Preparation/ Records Management * Prepare/draft correspondence, reports and notes efficiently within deadlines, with minimal alterations from Management.

• Ensure the company meets its legal obligations in respect to information compliance for both provincial and federal Information and Privacy Acts (PIPA, FOIP, PIPEDA).
• Maintain efficient and accurate records management/archiving.

Customer Service * Provide a professional and friendly welcome in receiving visitors on behalf of the business.

• Provide professional and prompt customer service required by management

Leadership * Company commitment is consistent and positive.

Risk Management * Ensure the company complies with all legal and regulatory requirements.

• Ensure that record keeping meets the requirements of auditors and government agencies.

Compliance * Comply with local, provincial, and federal government reporting requirements.

• Direct activities to ensure compliance with quality control standards and regulatory compliance.

REQUIRED QUALIFICATIONS, KNOWLEDGE, SKILLS AND ABILITIES

• Experience and ability to use computer software, including word processing, spreadsheets, SharePoint (Company Web) and accounting software (QuickBooks); must be very experienced with MS Office suite of products (Word, Excel, Outlook and Access, Microsoft Teams). Several years of experience in a similar role in an independent business environment or in progressively responsible administrative positions
• Post-secondary diploma in Administrative Services or equivalent
• Good interpersonal and organizational skills with the ability to multitask
• Excellent oral and written communication skills, able to take limited direction and follow verbal and written instructions, and ability to interpret financial or other information
• Good customer service skills, both internal and external
• Detail and process oriented and have high degree of accuracy
• Able to maintain accurate files ensuring confidentiality of data is maintained
• Basic understanding of bookkeeping and administrative or office procedures

VALUABLE QUALIFICATIONS, KNOWLEDGE, SKILLS AND ABILITIES

• Experience and ability to use computer software, including SAP, Open Invoice and Cognizant Catalyst
• Accounting background
• Good analytical skills and proven ability to analyze data
• Good presentation skills and able to translate information
• Aptitude for working with numbers and attention to detail
• An effective communicator with strong oral and written skills.
• Good interpersonal skills and proven ability to build client relationships
• High degree of integrity and ethics
• Experience in use of MS Office suite and experience with Financial software
  Job Types: Full-time, Permanent
  Pay: $45,000.00-$60,000.00 per year

Benefits:

• Casual dress
• Company pension
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Experience:

• Administrative: 5 years (required)

Work Location: In perso

GENERAL SCOPE OF DUTIES:

Under the direction of the Owners, the Administrative Assistant will provide reception and general administrative support for the owners. The Administrative Assistant is also responsible for providing document support, basic bookkeeping, projects, electronic file management or other financial support as required. The Administrative Assistant liaises with staff and external parties in order to accomplish the company’s objectives and ensures good client relations are maintained on behalf of the Company and the owners.

JOB RESPONSIBILITIES

Specifics

• Prepare reports for job analysis based on estimates vs. actual numbers in labour and materials.
• Help provide management, direction, and guidance in purchasing and inventory management.
• Provides support and administration of company human resources policies/practices
• Ensure that corporate policies and strategies are uniformly understood and properly interpreted and administered by subordinate.
• Actively participate in the implementation and review of ISO 9001:2015 QMS.
• Responsible for managing or supporting other functions for the business, as required.
• Represent the company to internal and external stakeholders.
• Anticipate the administrative needs of the business and respond in a proactive, timely manner.
• Create and/or revise documents such as correspondence, templates, reports, presentations, inventory, or mailing lists.
• Perform basic bookkeeping tasks when required, such as accounts payable entry
• Greet and assist visitors.
• Direct telephone and electronic enquiries appropriately.
• Gather timely and accurate project cost data under direction of the owners.
• Provide the required support to the sales process.
• Communicate effectively with clients and employees to maintain the company’s and owners’ interest and reputation for quality and commitment to service.
• Perform administrative duties such as answering phones, responding to enquiries, maintaining physical and electronic files and processing mail.
• Responsible for adequate inventory and maintenance of offices supplies and equipment.
• Actively participate with the owners in the implementation and review of ISO 9001:2015 QMS, COR Safety and ISO 14001:2015 environmental.
• Other related duties as required and special projects