Administrative Assistant

3 weeks ago

Kingston, Canada Novelis Kingston Manufacturing Facility Full time

Position Overview:
The Administrative Assistant is an integral part of the Kingston Works team by supporting the plant manager and the rest of the plant in daily administrative responsibilities. This position works across various functions. It serves the plant by advocating for special events and volunteer opportunities, closes the gap on communication, and ensures regular administrative tasks are completed routinely and on time. To achieve success, the incumbent will demonstrate attention to detail, proactive thinking, and be proficient at completing reports, accounts payable transactions and any other administrative tasks assigned.

Responsibilities & Qualifications:
**In this position, the successful applicant will**:

- Own the uniform program including ordering, billing and responding to employee requests.
- Prepare Purchase Requests for several departments, record Purchase Orders and follow up on billing or renewal accordingly.
- Take meeting minutes, scan, upload, and file documents.
- Support EHS procurement needs by requesting quotes, processing invoices and following up to ensure payments are successful through AP team.
- Be the point of contact for ordering promotional items and general office supplies from external vendors.
- Handle travel details proactively for the plant manager and other employees by arranging meeting itinerary, travel and accommodation arrangements.
- Facilitate communication across the site using various mediums.
- Coordinate plant wide meetings by sending invites out, arranging/setting up conference rooms and collecting attendance at each meeting.
- Manage company events including coordinating vendors, catering and venues. Organize registration, flyer creation and gathering other promotional materials for internal events and volunteer opportunities.
- Manage Plant Manager’s calendar & professional commitments (internal and external).
- Reconcile monthly expenses made by Plant Manager.
- Collect information from various departments to include on Plant Manager reports.
- Coordinate volunteer opportunities for Kingston Works through the United Way and other local non-for-profit.
- Be responsible for organization of mailroom, preparing UPS pick up, loading funds to postage meter.
- Review various Supply Chain reports daily, identify and investigate any discrepancies, document and advise Production Planners of findings.
- Prepare documentation and backup for several remittances including WSIB and company benefits provider, report out accordingly following each transaction.
- Enter sale orders on a monthly basis, report to Finance and support resolution for any discrepancies within the process.

Other duties as assigned.

**The successful applicant will have**:

- A commitment to working in a safe environment.
- A Business diploma, or equivalent education and experience.
- Minimum of 2 years of experience in an administrative role with experience in AP processes
- Strong verbal and written communication skills.
- Ability to manage, prioritize, and organize large quantities of data and information.
- Ability to be adaptable and flexible within a dynamic, fast paced environment.
- Demonstrated ability to work independently and take initiative with mínimal direction.
- A strong attention to detail and analytical approach.
- Excellent organization and ability to prioritize and multi-task.
- Demonstrated strong knowledge of Microsoft Office 365 products, specifically experience using Excel, Word and Outlook.
- Experience running various reports and analyzing data with a critical thinking approach.
- Ability to build and maintain relationships with coworkers as well as external stakeholders.
- Conscientious in handling confidential information.
- Ability to take notes quickly and accurately.
- Experience using SAP, an asset.
- Strong understanding of basic accounting principles preferred.
- Knowledge of WSIB procedures and requirements, considered an asset.

Novelis recognizes its dedicated and diverse workforce as a key competitive advantage. Novelis provides equal employment opportunities to all employees and applicants. All terms and conditions of employment at Novelis, including recruiting, hiring, placement, promotion, termination, layoffs, recalls, transfers, leaves of absence, compensation, and training, are without regard to citizenship, race, place of origin, ethnic origin, colour, ancestry, disability, age, creed, sex/pregnancy, family status, marital status, sexual orientation, gender identity, gender expression and record of offences.

If you require accommodation to participate in any part of the selection process, please contact Human Resources at 613-541-7104.

Location Profile:
Novelis - Kingston Works is situated on the traditional homeland of the Haudenosaunee, Anishinaabe, and Huron-Wendat peoples. We thank them for their ongoing stewardship of this land where we are fortunate to work.

We are located on the eastern end of Lake Ontario, an area famous for its his

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