Administrative Assistant

4 months ago

Richmond Hill, Canada MC Machinery Systems, Inc. Full time

**DESCRIPTION**:
The Administrative Assistant supports the company’s operations including accounting, logistics, general affairs, and sales & marketing support as per instructions of our CEO, President in the Canada office.

This individual will also support the Consumable’s department in providing helpful product information to clients and answer customer’s inquiries in a timely and courteous manner.

This position will utilize a high degree of accuracy and accountability in insuring data entered into the system is detailed and exact.

**ESSENTIAL RESPONSIBILITIES**:
Greet and welcome guests and direct the guests to the appropriate our employees

Answer incoming calls

Monitor and maintain building functionalities to ensure that maintenance issues are addressed and repairs are done in a timely manner, including getting necessary approvals and contacting the appropriate vendors.

Verify that janitorial, office, and building supplies are ordered in a correct timeline and quantities.

Monitors office equipment.

Coordinates all shipping and receiving duties for the facility.

Coordinates employee expenses and office payables in cooperation with MMS USA Accounting

Deposits customer payments and records accordingly

Coordinates purchase order, sales agreement by cooperation with related divisions of MMS

Assist marketing and event coordination by cooperation with related divisions of MMS

Assist customers for consumable part quotation, receiving orders, shipping & invoicing in timely manner

Maintain inventory procedures for Canada on ERP (QuickBooks)/stock managing sheet and work with MMS USA with any transactions.

Coordinate scheduling inspector, rigger, warehouse, electrician for machine shipment & installationsCoordinate & manage scheduling with customers, inspector, electrician for CSA(Canadian Standards Association) compliance and the certification

Other duties as assigned.

**KNOWLEDGE, SKILLS AND ABILITIES**:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Detailed oriented and ability to manage multiple priorities in a timely manner

Ability to demonstrate a high level of dedication, accountability and outstanding work ethics

Understanding of database management and ERP systems.

Good verbal and written communication skills, able to multitask and possess analytical skills.

Must possess strong interpersonal and organizational skills. Possess strong negotiation skills and ability to manage budget and adhere to spending limits or requirements

**EDUCATION AND EXPERIENCE**:
3+ years in Administrative Assistant experience preferred

Associate degree in Business,, Administration or equivalent

Proficient in MS Word, Excel and PowerPoint

**WORKING CONDITIONS**:
Job operates mainly indoors and exposed to generally consistent conditions, such as regulated air conditioning and heating. Working from office position.

This job also works near a machinery showroom, which may generate some noises such as objects hitting the floor and creating a sound, forklift movement, and occasional other short-term noises.

**PHYSICAL REQUIREMENTS**:
This job requires prolonged periods of sitting at a desk and working on a computer.

Repetitive use of the hands and typing are required.

Requires frequent lifting of 1-10 pounds and occasional 11-25 pounds with infrequent lifting of 25 or more working in shipping area..

Must be able to access and navigate each department at the organization’s facilities.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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