Administrative Assistant

3 weeks ago

Halton Hills, Canada Relay Logistics Full time

**About us**

Relay Logistics is a leader in the fast-growing supply chain management and third-party logistics industry. Our customer is a Canadian retail giant specializing in pharmaceutical goods. Every day, we manage, store, and move products for one of the best-known brands in Canada. We’ve made a commitment to building strong teams and an exceptional work environment so our partners can achieve exceptional results together. Our success globally is tied to your success locally. Together, we can do great things.

We offer a supportive work environment where our partners are given the tools and training they need to learn, grow, and succeed.

Relay Logistics offers everything you want in a new job opportunity: safe, reliable jobs; competitive pay and benefits; paid, on-the-job training; paid vacation; and opportunities for advancement.

Do you bring _passion_ to what you do, possess a _can do _spirit, and exude the drive to do things _right the first time_ to deliver high quality service?

If so, then Relay Logistics is looking for world-class people like you

**Administrative Assistant, Day shift Monday to Friday 9-5 am, with Flexibility to work any shift once a month, based on the needs of the business/associates.**

**Required Shift Days and Timing**:
8 hour shift Monday to Friday
- The successful incumbent of this role will have flexibility to be available for both days and afternoon based on the event, training, etc. planned for the site._

**Role Purpose**:
The Administrative Assistant will be responsible for working closely with the General Manager and HR Manager to create, and maintain Relay’s company culture by assisting with the execution of activities and events. The Admin Assistant will also support the Operations department in administration related to partner activities and employment such as Time Keeping System maintenance, Performance Reviews, Onboarding, etc. This role will report into the General Manager with a dotted line to the HR Manager.

**Key Accountabilities**:

- Review, transmit and Manage weekly payroll process by auditing time cards and liaising with operations leadership to reconcile any issues that occur.
- Assist the General Manager with the month end close process.
- Type correspondence and reports from rough drafts, editing grammar, punctuation or spelling as needed.
- Use considerable judgment and initiative to determine the approach or action to take in non-routine situations.
- Perform broad range of administrative details of highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions for which probable errors may have moderate effect on cost.
- Prepare a variety of highly confidential, specialized, and recurrent reports such as financial data. Produce high quality reports, presentations, proposals, or other documents.
- Maintain filing system including items that are confidential. Establish, Maintain, and when necessary, revise supervisor’s files.
- Maintain site calendar, scheduling meetings and appointments. Regularly arrange travel and hotel accommodations for frequent extended trips. Compile and submit expense reports, food orders for events, etc.
- Required continuous use of technical and business vocabulary and a detailed knowledge of company operations, organizational procedures, and personnel.
- Coordinate high level meetings with associates, business unit-wide meetings, as well as customer meetings.
- Serve as a communication point for associates on human resource and associate relations items.
- Follow Up on all assignments delegated to subordinate managers as to status, completion, etc.
- Operate office equipment including fax, copiers, printers, binding machines, phones, etc.
- Assist in execution of the events calendar for all events at site level & encourage employee engagement.
- Work closely with HR and the Canadian Recruitment center to manage hourly hires in Power BI and conduct reference checks and administer internal job posting process
- Coordinating Service Awards with employees, retirement planning, ordering flowers for births/deaths/hospitalization as per program
- Work closely with DHL/External training to coordinate training, setting up room, ordering meals etc.
- Support annual HR activities such as EOS, Benefit re-enrollment etc.
- Work with HR and GM to prepare Townhall decks, and work closely with operational leadership to ensure participation
- Take notes/minutes at roundtables, JHSC and other meetings as required.
- Offer administrative support to employees, as required (mailing of benefits forms etc.)
- Maintain HRTV & Communication, Recognition, Culture and other communication boards and ensure forms area is adequately stocked with templates
- Maintain Organizational Charts and Phone Directory
- Consult with Ops and HR to prepare appropriate letters to support disciplinary procedures, employment letters, termination letters, etc.
- Manage order process for all departments of b

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