Toronto
Administrative Assistant
Type of position
Permanent
Job description
Reporting to the Manager, Employee Services & Administration, this position consists in acting as the general go-to person for all office related inquiries. This person is responsible for a variety of administrative duties relating to sales activities as well as reception duties. This person assists traveling Executives with administrative tasks when needed as well as coordinates maintenance and IT related needs in the Toronto office.Responsibilities
- Acts as central resource for the office;
- Assist the Executive Assistant when needed;
- Fills out purchase orders and cheque requisitions and follows-up on them;
- Welcomes visitors in a courteous manner;
- Answers calls and transfers them efficiently;
- Sorts the faxes and mail, and makes sure all messages and communications are distributed to the appropriate people;
- Coordinates the courier service (ex. Fedex, Ceva, Canada-Post) and buys stamps for office;
- Keeps the reception area clean and professional looking;
- Manages the inventory of office supplies and places orders through Lyreco;
- Efficiently follows opening and closing procedures of the office;
- Orders coffee, cleans and stocks the kitchen;
- Loads dishwasher;
- Coordinates the unloading of trucks when deliveries arrive;
- Provides administrative support to all Toronto employees;
- Keeps a log of reservations for the conference rooms;
- Orders meals for business meetings;
- Is responsible for petty cash (office and EM);
- Fills out timesheets for the office and sends it to the HR department;
- Sets up a workstation for new employees and visitors (clean desk, assign computer, phone);
- Updates employee contact sheet;
- Ensures that faxes, printers & photocopiers are stocked with paper, and escalates any issues as required;
- Ensures computers in boardrooms are working and escalates any issues as needed;
- Orders and installs toner cartridges and brings empty ones to recycling company;
- Acts as IT go-to person for the Toronto office (calls Xerox for printer repairs, helps restart servers, hooks up workstations);
- Coordinates phone system by creating and forwarding voice mailboxes;
- Coordinates tests with CHUBB security and building managers, changes the door key code and activates cards;
- Coordinates the door pass cards and parking passes with IT and HR;
- Ensures office issues are escalated to property manager (ie. light bulbs, repairs, etc.);
- Coordinates maintenance with carpet service;
- Manages and tracks the office maintenance budget;
- Helps other departments when needed;
Qualifications
- 2-3 years of experience in an office assistant or administrative assistant position;
- Resourcefulness and good judgment;
- Good customer service abilities;
- Autonomy and initiative;
- Positive attitude;
- Good organization skills;
- Discreet and professional;
- Strong command of the English language;
- Proficient in Microsoft office;
- IT savvy (an asset).
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Thank you for your interest in joining our team at Newad! We do receive and keep all resumes on file to review for current and future opportunities. Regrettably we are only able to contact candidates to be interviewed. Keep checking our website or become a fan of "Careers @ Newad" on Facebook for up to date career opportunities.