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Administrative Assistant

3 months ago

Oakville, Ontario, Canada Golf Canada Full time

OPPORTUNITY:

Title:
Office Administrator/Receptionist

Reports to:
Manager, Human Resources

Location:
Golf Canada Head Office

Status:
Full Time (In Office)

Ideal Start Date:
July/August 2023

OVERVIEW:

The Office Administrator/Receptionist will report directly to the Manager, Human Resources.

This role is responsible for providing a professional first impression of Golf Canada as well as to provide proactive support to management and staff in an efficient, professional, and caring manner.

This role requires strong attention to detail, a positive attitude and willingness to support the organization and team members across a wide variety of projects and requests.


PRIMARY DUTIES:

Reception 40%**- In office Monday - Friday from 8:45 am to 5:00 pm

  • Open/close front lobby and office premises (arrive by 8:45am each day);
  • Represent Golf Canada's core values in daytoday interactions with staff, volunteers and visitors
  • First point of contact for guests, staff and volunteers;
  • Develop and maintain up to date knowledge of Golf Canada (by reading website each day);
  • Monitor persons entering the office, security cameras and phone system;
  • Maintain a safe and clean reception area and ensure the general office environment is safe and clean by complying with procedures and regulations;
  • Order office stationery, general supplies, and coffee supplies on a continuous basis;
  • Support teams in organizing details for hosting meetings (ex. refreshments, travel booking, etc.)
  • Provide timely responses to staff and visitor questions or concerns;
  • Provide training to staff on the Golf Canada front office procedures as required;
  • Report all hazards or incidents posing a risk to the workplace in a timely manner;
  • Responsible for liaising with Clublink and other maintenance contacts to assist with building (maintenance, cleaning, repairs, security, etc.) as required;

Administration 30%**:

  • Assist with administrative projects that arise (ex. staff lunches, nametags, printing, mailing)
  • Assist Administration/Finance department with coding invoices;
  • Facilitate ordering process for new business cards;
  • Help prepare surveys for the Admin/Finance department;
  • Manage and track employee vacation on a monthly basis on tracking system
  • Assist HR with preparation for the arrival of new employees as requested;
  • Assist Sales Center with point of sale (POS) for Golf Canada store merchandise;
  • Work crossdepartmentally to ensure other areas of the business receive admin support as required.

Mailroom 20%**:

  • Receive mail daily, sort and distribute to staff and other companies ensuring strong process and communication for inventory and shipments received at reception;
  • Check Out-Going mailboxes on a daily basis and mail as required;
  • Preparation of outgoing couriers and mailing as requested;
  • Print endof day for Canada Post pickup as requested;
  • Respond to staff requests requiring courier account information;
  • If requested, help to train staff requesting assistance or training on mailing packages/letters.

Other Duties 10%**:

  • Policy support to provide editing updates/overall formatting to meet standards as well as maintaining an overall policy tracker and index
  • Edit and update policy footers/overall formatting to meet new standards and save accordingly;
  • Provide general admin support for Executive Team members as required (ex. Meeting scheduling, expense support, etc.)
  • Review and update recruitment index on an ongoing basis as contacts change.
  • Special assignments as required.

REQUIRED SKILLS, KNOWLEDGE, & ABILITIES:

  • Postsecondary diploma or degree in Office Administration, HR related field, or equivalent experience.
  • Strong organizational skills and administration skills.
  • Excellent verbal and written communications skills.
  • Strong decision making and conflict resolution abilities.
  • High Proficiency with Microsoft Office Suite including advanced MS Excel skills.
  • Bilingual (English and French) is not required but considered an asset.
  • Golf knowledge or experience is not required but an interest or passion for golf is considered an asset.

APPLICATION DETAILS:

Golf Canada - Human Resources

1333 Dorval Drive, Suite 1

Oakville, ON L6M 4X7


Golf Canada's regular hours of work are 40 hours per week, namely Monday to Friday, 8 hours a day and 5 days a week including a one-hour lunch.

However, the demands of your position may require your hours of work to vary to meet the objectives of your employment.

Due to the nature of this position, there may also be some travel required and the need to work some weekends.

Golf Canada is committed to providing a safe environment for all, especially children. All applicants will be thoroughly screened using background checks and a review process.

Golf Canada's core values are "Fun, Inclusivity, Excellence, Integrity, Accountability" and while these are included in each employee's offer of employment and annu