Office Administrator

3 weeks ago


Winnipeg, Canada Malteurop Canada LTD Full time

**Job Purpose and Reporting Structure**:
Under the direction of the Malting Manager the Office administrator performs a wide variety of office/clerical duties that support the management staff with customer relations, process requirements and operational functions.

**Essential Duties and Responsibilities** include the following. Other duties may be assigned.
- Monitor enter/exit to the site. Ensure all visitors sign in and out.
- Monitor the office phone and respond as required.
- Obtain quotes for all purchase requisitions.
- Order office supplies, safety supplies, process supplies and all mechanical & electrical parts
- Maintain stock of office supplies
- Distribute faxes as required
- Take meeting minutes as required
- Create & post meeting notices/job postings in office and in plant
- Order lunches for meetings/events as required
- Send quotes and requisitions for approval in SharePoint
- Create purchase orders and send to vendors
- Receive all deliveries in SAP
- Assist in production SAP data entry.
- Track budgets on spreadsheets
- Prepare all Purchase Requisitions and receive for invoicing
- Process all Production invoices for AP
- Sign for all incoming packages (UPS, FedEx, USPS etc.)
- Prepare packages for shipping/mailing as required
- Run off-site pick-ups, drop offs as required
- Filing as needed - Archive files each calendar year
- Keep sign-in sheets for Visitors, Temporary EEs & Contractors stocked/current
- Contact cleaning service for issues or needed services as required
- Call for copier/fax machine repairs/maintenance as required

**Weekly**
- Enter all sprouts and screenings orders

**Monthly**
- Update monthly expenses and Capex

**Annually**
- Post Seniority List for Local 832
- Create “Framework” POs for fiscal year

This is not a full and complete list of all duties and responsibilities. Job Responsibilities and expectations can and will change during the course of employment.

**Qualification Requirements**:

- Requires a four-year high school education
- Minimum 5 years as an administrative assistant/office manager
- Proficiency in MS office suite is required: Advance Excel skills a plus
- Working knowledge of ERP systems; SAP a plus.
- Purchasing experience
- Strong organizational and time management skills
- Ability to multi-task and operate in an environment of frequently changing priorities and managing the demands of the office
- Ability to maintain discretion and strict confidentiality
- Excellent verbal and written communication skills


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