OVERVIEW:

We are seeking a dedicated and driven Administrative Assistant to support our team with a wide range of administrative tasks. The ideal candidate is not only skilled in administrative functions but also possesses strong verbal skills and a likable personality. Finding the right individual who will seamlessly fit into our community and foster positive relations internally and externally is of utmost importance.

QUALIFICATIONS:

• High school diploma or equivalent; associate’s degree or higher preferred.
• Previous experience in an administrative or clerical role.
• Outstanding verbal communication skills.
• Strong organizational and multitasking skills.
• A naturally outgoing and personable demeanour, capable of building and maintaining positive relationships.
• Proficiency in office software, including MS Office and relevant database systems.
  What Sets You Apart: Our community is the backbone of our success. While the responsibilities are vast, we place a significant emphasis on the individual’s ability to get along with our team and contribute positively to our work culture. Your personality and interpersonal skills will be as crucial as your administrative capabilities.

• File Management: Maintain an organized and easily accessible filing system for office paperwork and essential documents.
• Payment Entry: Handle different payment methods, including EFT, cheque, credit card, and cash, and perform bank runs as required.
• Accounts Receivable: Oversee AR collections, perform AR reporting, and ensure timely payments.
• Customer Order Management: Track customer order projections and manage shop order entries and paperwork.
• Customer Service: Address customer inquiries through phone, email, or in-person, ensuring a positive and friendly interaction at all times.
• Document Scanning: Scan all purchase order paperwork and incoming mail to the AP inbox.
• Communication: Liaise with Nordstern Group on behalf of employees, ensuring clear and warm correspondence.
• Invoicing: Generate and send out invoices to customers.
• Odyssey System Management: Enter customer and part details into the Odyssey system.
• Inventory Management: Create stock orders, ensure serial parts are in stock for orders, track inventory levels, and manage backorders on stock parts.
• Shipping and Ordering: Coordinate future shipments, and order materials, and supplies as required.
• Customer Portal Oversight: Manage and maintain the customer portal.
• Reporting: The ability to track and report on-time to dock performance will be an asset.