Administrative Assistant

3 weeks ago

Terrebonne, Canada Labsurface Full time

_**See French Version Below**_

**We Offer**
- Stimulating work environment;
- Competitive salary and advantages;
- Year-end bonus;
- Full benefits including comprehensive group insurance (drugs, eyes, care, disability insurance, life insurance, etc.);
- RRSP with employer contribution;
- Gym on site (2024);
- Opportunity to work for an innovative and growing company;
- Professional developement courses;
- Telemedecine;
- New factory with new and modern offices (2024); and
- Social activities (Food truck, karting, bowling etc.).

**Our values**
- Well being
- Innovation
- Team
- Results

**Labsurface in a Nutshell**

Labsurface offers a dynamic, respectful and healthy work environment. The values of the company are well-being, innovation, teamwork and results. Our success is mainly based on the quality of our employees. Teamwork is at the center of our activities because we advocate healthy communication between the different work teams and between departments. The creativity and innovation demonstrated by our employees allow the company to reinvent itself and continually progress.

Our standards in terms of human resources are high, and in return, in addition to offering a pleasant work environment, the compensation and benefits offered are also very competitive. We also offer employees a very high degree of latitude and we rely on the autonomy of our employees throughout the decision-making processes and in the daily activities of the company. One of our goals is to create talent and provide employees with opportunities for advancement.

Labsurface offers a dynamic, respectful and healthy work environment. Labsurface strives to provide premium products and the highest level of service to its customers. We develop and manufacture products that are high in solids and virtually VOC-free. Labsurface is the winner of the Manufacturer Award: Product and Technological Innovation at the Gala Vision 2018. Labsurface is also part of the prestigious Canada Growth 2020 list. Our company has increased its sales by more than 2000% since 2013.

Hope to meet you soon

**Administrative Support**
- Provide senior level administrative support to the President, Vice-Presidents, Directors and Sales Managers;
- Plan and coordinate cost-effective and sometimes complex domestic and international travel arrangements and itineraries for individuals and groups; including flights, hotels and car reservations;
- Help manage the President’s agenda;
- Perform general administrative duties such as proofreading, editing or translating documents including presentations in both official languages to ensure quality of language, proper format, accuracy of content, etc.;
- Maintain proper inventory levels of office supplies; initiate purchase orders as necessary;
- Help schedule the use of conference rooms;
- Ensure all teleconference and videoconference equipment & desktop phones are in proper working order, troubleshoot with IT and resolve issues when needed;
- Purchase IT equipment;
- Help organize internal and external company events;
- Help organize sending greetings to customers;
- Maintain all meeting rooms and common areas (kitchen/dishwasher) in clean and organized condition;
- Main contact for greeting visitors and courier, ascertaining the nature of business, and directing visitors to the appropriate person (starting in 2024);
- Track incoming mail and distribute accordingly, prepare outgoing mail, including shipments via Purolator and Quick Messenger; and
- Responsible to recommend, as appropriate, various elements or tools to improve the functional and administrative aspects of the department.

**Accounting**
- Check the various types of invoices and match them with purchase orders, delivery slips and approvals to ensure that quantities and prices are correct and that purchases are approved;
- Have invoices without purchase orders approved by the correct department;
- Verify or indicate the correct general ledger account for each invoice;
- Verify expense reports;
- Enter invoices and expense reports into the accounting system;
- Resolve discrepancies between purchase orders and invoices with the purchasing department and suppliers;
- Manage and reconcile corporate credit cards;
- Manage accounts payable inbox;
- Verify and reconcile supplier account statements; and
- Maintain a filing system for accounts payable.

**Essential Qualifications**
- Knowledge of business administration normally acquired through postsecondary or specialized education AND a minimum of 3 years as an Administrative Assistant is required;
- At least 3 years of experience in accounting, most accounts payable;
- Strong experience in the coordination of meetings and travel arrangements;
- Oral and written communication: English 10/10, French 8/10+;
- Timeliness;
- Great judgment, makes almost no mistakes;
- Demonstrated experience in bilingual administrative writing as well as bilingual text editing and formatting of corporate documentation is required;
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