Office Assistant

3 weeks ago

Burnaby, Canada Sophia Software Technologies Full time

Join our team at Sophia Software Technologies, a provider of integrated cloud automation programs, founded on the principles of integrity, transparency, dedication, and loyalty. We are excited to be hiring an Administrative Assistant at our newly established company.

As an Administrative Assistant at our company, you will be involved in a variety of tasks and projects, making every day different and exciting. Working closely with a small team, you will be an essential part of our operations, providing support and assistance in various administrative and organizational duties.

Located in a spacious workplace conveniently close to Gilmore skytrain station, our second-floor office provides a comfortable environment. The role primarily requires in-office work, located in a second floor unit accessed by stairs.

We value a positive and supportive work culture, where teamwork and collaboration are encouraged. At Sophia Software Technologies, you will have the opportunity to contribute to the growth of a dynamic company while enjoying a welcoming and inclusive atmosphere.

**Duties**
- Provide admin support: Manage correspondence, answer calls, and schedule appointments.
- Assist in document management: File, scan, and organize digital and physical files.
- Coordinate meetings and events: Make travel arrangements and prepare materials.
- Support customer satisfaction: Address inquiries, resolve issues, and ensure happy customers.
- Aid in data entry and record keeping: Maintain accurate records in databases or software.
- Manage office supplies and inventory: Ensure availability and order when needed.
- Assist with basic bookkeeping: Process invoices, track expenses, and reconcile accounts.
- Support employee onboarding: Prepare paperwork and coordinate orientation activities.
- Aid in basic HR tasks: Maintain employee records, track time off, and assist HR processes.
- Collaborate with team members: Provide assistance for smooth office operation and overall success.
- Conduct industry research: Analyze trends, competitors, and customer preferences for decision-making.
- Collect and analyze data: Generate reports, charts, and presentations for stakeholders.
- Prepare and distribute surveys: Gather feedback and insights from customers or users.

**Key Skills and Abilities**
- Administrative Skills: Proficient in managing correspondence, organizing files, scheduling appointments, and coordinating meetings/events.
- Communication Skills: Excellent verbal and written communication abilities to interact with team members, clients, and customers effectively.
- Customer Service: Strong customer service skills to address inquiries, resolve issues, and ensure customer satisfaction.
- Organization and Time Management: Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines in a fast-paced environment.
- Attention to Detail: Keen eye for detail to ensure accuracy in data entry, record-keeping, and document management.
- Technical Aptitude: Understanding of software products, familiarity with database systems, and general knowledge of computer systems
- Research and Data Analysis: Proficient in conducting research, collecting data from various sources, and analyzing information to support decision-making.
- Adaptability: Flexibility to handle changing priorities, work collaboratively in a team environment, and take on new tasks as needed.
- Confidentiality: Ability to maintain confidentiality and handle sensitive information with discretion.
- Problem Solving: Strong analytical and problem-solving skills to identify issues, propose solutions, and implement improvements.
- Initiative and Proactivity: Self-motivated and proactive in taking on responsibilities and seeking opportunities to contribute to the organization's success.
- Teamwork: Ability to collaborate effectively with team members, provide support, and contribute to a positive work environment.

**Education & Qualifications**

**Facilities and Logistics**
- This is not a remote position.
- Parking is limited, so a transit subsidy will be provided.
- The office is located on the second floor only accessible by stairs.

**Job Types**: Full-time, Permanent

**Salary**: $50,000.00-$57,000.00 per year

**Benefits**:

- Commuter benefits
- Extended health care
- Wellness program

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person

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