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Branch Office Administrator

4 months ago

Bolton, Canada Doka Group Full time

Company Description

Doka’s expertise in formwork technology is unparalleled in the industry and we are proud of the difference we make globally “It’s not just formwork - it’s DOKA” is impressively demonstrated worldwide in buildings like the Burj Khalifa (Dubai), in hydroelectric generating stations like the Keeyask (Nelson River in northern Manitoba) - and in parts of the Brenner Base Tunnel (European Alps). Collaborative teamwork of nearly 7000 employees in over 160 distribution/logistics facilities in more than 70 countries is one of the primary reasons behind our success. With more than 150 years of history as a family owned company, we recognize and appreciate our employee’s work every day by rewarding them with flexible work hours, competitive wages, bonuses, training/development opportunities and a comprehensive group benefits program including RRSPs.

**Job Description**:
**Responsibilities**:

- Provides general administrative support to all employees but particularly the Branch Manager and other Senior Management;
- Receives and directs visitors quickly and professionally (includes, when appropriate, offering visitors beverages/food);
- Answers incoming calls - takes messages and re-directs calls as required;
- Arranges appointments, booking meeting rooms and conference facilities as needed;
- Responsible for remote deposits of customers payments, in coordination with Credit and Collections Manager
- Responsible for collecting and distributing mail to proper individuals
- Performs data entry related tasks - creating basic spreadsheets in Excel;
- Provides general office management such as ordering and stocking stationary and supplies, arranging for repairs of general office equipment, etc;
- Organizes travel and accommodation for staff and customers;
- Arranges both internal and external events;
- Maintains the company social media accounts (only if required at the Branch);
- Filing requirements;
- Other duties that may align with this role but may not be listed above.
- Supports Accounts Payable entry and processing, as follows:

- Sets up new vendors via the MDM Workflow and ensures proper vendor paperwork is obtained;
- Enters invoices for Branch (and other branch location, as required) into Stampli, coding, and assigning appropriate reviewers;

**Other Responsibilities/Peripheral Functions**
- Handles special projects as assigned including participating in company committees/teams;
- Works flexible, additional hours as required;
- Continually builds on personal product knowledge;
- Assists in ensuring safe working practices and environment;
- Complies with all corporate policies and business practices.

**Qualifications**:

- High School Graduate;
- Associate Degree in Administration, Business or related field an asset;
- 1-3 years related experience (customer service, business administration, or logistics preferred);
- 1 year of Accounts Payable experience preferred (including software systems for processing);
- Effectively manages multiple tasks and handles all responsibilities with a strong sense of urgency being attentive to instructions given;
- Possesses strong problem resolution skills;
- Above average communication skills including a good command of English (speaking, reading, writing);
- Strong interpersonal, organization and follow-up skills;
- Excellent telephone manner;
- Able to manage time effectively, take initiative, manage and adjust priorities;
- Willing and able to learn new products, concepts and techniques and computer software programs when required;
- Team player able to work independently in a results-driven, fast-paced environment.

**Problem Solving**

This position requires the ability to support the branch office and serve as a liaison to the customers and sales personnel resolving issues at times on short notice with mínimal information.

**Communication**

Extensive daily interaction with colleagues, management and customers. Consistently delivers high standards of customer service and communicates effectively.

**Mental Effort**

This position requires the ability to think carefully and critically adhering to confidentiality. The position requires the ability to work in a fast-paced environment, to be organized and to manage time effectively in order to meet urgent deadlines.

**Working Conditions**

Working conditions of an office environment: dry, cool, and well lit.

Additional Information
**_
- To qualify:_
- _ applicants _**_must currently reside in Canada and_**_ _**_must be _**_authorized to work for any employer in Canada (Permanent resident or Canadian work permit holder);_
- **_ must clearly state their desired salary expectations_**_ in their cover letter;_._
- Doka is an Equal Opportunity Employer. A company of the Umdasch Group._