General Office Assistant

2 weeks ago

Oakville, Canada International Union of Operating Engineers Local 793 (IUOE Local 793) Full time

**Job Profile**:
The successful applicant will be responsible and accountable for performing an array of administrative duties assigned according to the requirements of the organization. This job entails multiple and varied functions bing performed. As a result, it is imperative that you demonstrate a willingness to learn new tasks and work in the spirit of cooperation.

**Job Responsibilities / Duties**:
1. To ensure the efficient operation of Head Office by assisting with the administrative duties of various departments as needed, including:

- Replacing Reception during breaks (including lunch and am/pm breaks);
- Performing Remittance scanning and file management duties;
- Ensuring the office areas are organized, tidy and presentable with all needed materials present and physical/digital filing up-to-date and properly organized;
- Ensuring the general office equipment is properly stocked (e.g., all needed sizes of paper and letterhead in the printer for print projects, toner cartridges at acceptable levels for printing);
- Monitoring the inventory of office supplies, such as stationary and postal supplies, and ensuring replenishment as needed;
- Recording the details of supplies sent to the Area Offices;
- Recording and reporting on the monthly mailing costs, including forwarding mailing cost records to the accounting department;
- Receiving, opening, and distributing incoming mail to the appropriate parties in a timely manner and maintaining a digital log of all incoming and outgoing mail;
- Actively maintaining a well-organized digital filing system in accordance with the established file structure requirements;
- Replacing other administrative positions during absence periods and/or breaks (including lunch and am/pm breaks) as needed in order to ensure platinum level, uninterrupted member and student services;
- Assisting with in-house printing projects or mass mailout projects;
- Assisting with general data entry tasks on an as needed basis;
- Performing scanning and file management duties for various departments as needed.

2. To facilitate the scanning, filing and archival projects or various historical and current physical files and to process postal mail and courier deliveries by:

- Preparing outgoing mail for posting and preparing the paperwork for outgoing courier deliveries;
- Preparing outgoing parcels for delivery to the terminal and/or delivering outgoing mail to the post office;
- Replenishing funds in the postage system as authorized by accounting;
- Receiving, sorting and recording receipt of all incoming postal service and courier deliveries;
- Forwarding incoming mail to the appropriate office or department and advising the intended office or department of the delivery;
- Requesting the courier to pickup packages and/or delivering and tracking all packages accordingly;
- Assisting in the scanning, naming and saving/uploading of files into the appropriate digital system dependent on department;
- Sealing, labeling and storing the physical historical files once appropriately digitized;
3. To perform other general administrative duties required to support Head Office operations, including but not limited to:

- Providing assistance in the preparation and distribution of materials as needed, including but not limited to memos, notices, and other common documents utilizing standardized templates;
- Assisting in the coordination of special events sponsored by Head Office as directed;
- Assisting in the administration of Head Office initiatives as directed;
- Providing backup coverage to other departments as needed for overflow phone service or overflow administrative tasks based on high-volume periods or special projects.

4. Other duties, when required, as may be assigned by the Business Manager, and/or the Human Resources Department.

**Job Requirements**:

- A college diploma or university degree related to office administration, paralegal, record management/archival studies, or similar, or equivalent professional experience;
- Must demonstrate flexibility in adapting to changes in assignments;
- Phone service and/or reception experience would be considered an asset;
- Passionate about helping others with excellent customer service skills;
- Results-oriented and enjoys working in a fast-paced environment;
- Strong attention to detail in a high-volume workload setting;
- Knowledge of the construction industry and equipment as it relates to our environment;
- Protection of information and maintaining confidentiality is paramount;
- Must demonstrate a high standard of professional conduct, ethics and reliability;
- Excellent written, oral and interpersonal skills are required;
- Must maintain a professional image and demeanour with all employees, management, executives and visitors at all times;
- Initiative to solve problems and able to work effectively under deadline situations;
- Capable of organizing job responsibilities and prioritizing assignments;
- Strives to grow professionally th

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