Administrative Assistant I

6 months ago

Halton Hills, Canada Bradford White Canada Inc Full time

Bradford White Canada is seeking an Administrative Assistant to perform all duties related to the reception function, e.g. operates the switchboard, meets and greets visitors, etc. Performs general office duties, provide administrative support to the Office Team as well as on-going support to the Assistant General Manager.

**Duties and Responsibilities**:
**Administrative (Main functions)**
- Answers and directs all incoming calls on multi-line system.
- Greets and assists visitors; ensures the security of the premises is respected.
- Customer service back up as priorities allow.
- Responsible for opening, sorting, and directing mail as well as for arranging incoming and outgoing courier mail.
- Mail out cheques for various suppliers, reps and contractors.
- Dept heads can coordinate with their guests.
- Logistics coordination for sales and training meetings, or similar.
- Administrative assist on legal affairs; Work with corporate & legal representatives to keep track of closed cases and mark as such in Excel and filing cabinet.
- Administrative assist on management correspondence, as required.
- Secretarial assist.
- All printers, order supplies, toner & service calls
- Orders office supplies
- Bi-weekly coffee orders, including Shipping office
- Catering all office functions, meeting & training sessions
- Back up for Bank deposits
- Attendance and Vacation record keeper
- Produce monthly report for attendance.
- Training coordinator for LAARS and BWC training room only
- Restock training room needs.

**Accounting Functions**
- Assists with Accounts Payable, Accounts Receivables, and invoicing, general accounting functions.
- Send out invoices & credits memo to all customers daily.
- Provides administrative support to the Accounting Department
- Ensure compliance to Company policies and procedures
- Protects organization's value by keeping information confidential.
- Tracks Rep commission statements and monthly updates to Ian and Mark

**Marketing**
- Update internal phone list, including BWC Canada & Laars Rep lists
- Responsible for purchasing of promotional goods.
- Mailing out promotional goods to sales reps/customers.
- Keeping promo room clean & tidy; key holder.

**Qualifications**:

- Excellent written and oral communication skills
- Excellent organizational skills and attention to detail
- Ability to manage time and prioritize in a fast paced environment
- Ability to work independently and as part of a team
- Postsecondary education an asset
- Exposure or knowledge of Accounts Receivables and Accounts Payables
- Proficient with MS Excel and Word
- Bilingual preferred

Experience with Oracle and accounting system preferred

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