Receptionist / Office Administrator

1 month ago

Vaughan, Canada DMC Mining Services Full time

Our core values: Zero Harm, Teamwork, Results Driven, Courage and Accountability.

**Summary**

DMC Mining Services is looking for a **Receptionist / Office Administrator** to work full-time at our **Vaughan Office **to provide general administrative support. The Receptionist / Office Administrator will be responsible for front-line communication with suppliers and visitors, answering calls, performing extensive administrative duties, and supporting other departments.

**Responsibilities**
- Perform a variety of administrative tasks including typing, photocopying, scanning, creating templates, combining and assembling reports, maintaining filing and archiving systems, and assisting with event management.
- Creating purchase orders for various departments and receiving of goods, ensuring invoices are processed for payment with Accounts Payable. This requires good understanding of AP processes, department codes, company procurement procedures of which training will be provided.
- Receiving and greeting visitors to the office, ensuring all visitors sign in.
- Receiving and signing for all courier packages and arranging outgoing courier packages, including dealing with complex customs documentation online.
- Opening invoices, date stamp and scan to Accounts Payable daily.
- Screening and receiving of phone calls.
- Ordering of stationery and keeping an up-to-date inventory.
- Ordering of coffee and pantry supplies on a weekly basis and monitoring inventory.
- Monitoring the loading of the dishwasher daily, which is operated by cleaners at the end of the day and emptied every morning.
- Ordering lunches, refreshments, and other food for meetings and availability in the lunchrooms. Setting up and then cleaning up after meetings.
- Maintaining meeting rooms to be stocked with flipchart paper, whiteboard markers etc. and ensure screens are clean and rooms are tidy at the end of each day.
- Liaising with property manager and/or maintenance professionals when there are issues, i.e. temperature control, building issues, etc. in conjunction with the Executive Assistant.
- Maintaining Office Procedures Manual with any updates.
- Maintaining updated staff telephone lists, building floor plans, and staff directories.
- Order business cards as and when requested.
- Assisting with allocating security fobs to guests and employees when needed and maintaining log.
- Assisting with completing monthly credit card reconciliation report and gathering of receipts for the Administration Department.
- Other duties or tasks as assigned.

**Qualifications**
- 1+ years of experience in a fast-paced administrative role.
- Post-secondary diploma or degree in Business or related discipline.
- Intermediate level (advanced level is an asset) knowledge of MS Office Suite (Outlook, Word, Excel and PowerPoint).
- Professional communication skills, both written and verbal.
- Enthusiastic team player who is easily adaptable and able to work with individuals at a variety of levels with a ‘can do’ ‘no job is too small’ attitude.
- Excellent time management skills; the individual must be well-organized, able to manage multiple tasks and possess the ability to prioritize tasks and remain calm under stress.
- Highly motivated person who is adaptable, and interested in working in a fast-paced environment

At DMC, we are dedicated to fostering an inclusive workplace where innovation thrives, and every team member is valued. We believe in investing in our employees' growth and well-being, offering competitive benefits, continuous learning opportunities, and a supportive culture that empowers you to achieve your best.
- Join us and be part of a dynamic team where your contributions truly make a difference_
- _No external recruiters please._
- As part of our commitment to ensuring our employment practices are fair, accessible, and inclusive of persons with disabilities, please note that accommodations are available, upon request, throughout the recruitment and assessment process for any applicants with disabilities._

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