Administrative Assistant

2 weeks ago

Burlington, Canada McMillan Design Full time

**Administrative Assistant**

As a prominent Interior Design firm in the hospitality industry, McMillan Design is looking to grow their team to support the growing needs and changing concepts of the design world. We are currently looking for an administrative assistant, approximately 2 days per week, for a 12-13 month maternity leave contract. We are flexible with days/times. If you are someone who has strong attention to detail, is organized and has had experience as an office manager/administrator, then this position is for you

**Responsibilities**:

- Track, write and coordinate all invoicing.
- Accounts Receivables
- Collect employee timesheets, tracking time against project budgets.
- Contract administration; working with management to write and distribute contracts to Clients, ensuring contracts are signed and filed away.
- Manage and approve employee expense sheets, ensuring relevant items are billed.
- Manage staff vacation calendar/overtime requests, ensuring proper paperwork has been completed and filed.
- Prepare interview documents, employee contracts, administer benefits etc.
- Direct visitors and Clients.
- Manage boardroom bookings.
- Maintain electronic and hard copy filing systems.
- Handle requests for information and data.
- Manage IT issues/inquiries, working with our IT guy to get issues resolved quickly.
- General clerical duties including photocopying, fax and mailing.
- Scheduling/planning staff functions/events.
- Resolve administrative problems and inquiries.
- Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors.
- Prepare agendas for meetings as required.
- Record, compile, transcribe and distribute meeting minutes as required.
- Sort incoming mail, faxes etc. and distribute to the appropriate individuals.
- Maintain office supply inventories.
- Coordinate maintenance of office equipment.
- Other administrative tasks as needed

**Qualifications**:

- Degree or Diploma in office administration or General business
- Strong knowledge of Quickbooks online
- Strong Microsoft and Outlook skills
- Strong oral and written communication skills.
- Ability to work well within a team.
- Organizational skills - proven ability to manage and complete multiple projects, priorities and workflows at once.
- Experience as an administrative assistant is required.
- Exceptional ability to multi-task and float between multiple projects at any given time, while maintaining a high level of accuracy.
- Versatility, flexibility, and a willingness to work within constantly changing priorities.
- Communicate effectively with supervisors and peers. Able to work cooperatively with supervision and as part of a team.
- Ability to prioritize workload.

**Job Types**: Part-time, Contract
Contract length: 12 months
Part-time hours: 15 per week

**Salary**: $18.00-$20.00 per hour

Flexible Language Requirement:

- French not required

Schedule:

- No weekends

Work Location: In person

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