Administrative Assistant

3 weeks ago


Thunder Bay, Canada Intertek Full time

**ESSENTIAL DUTIES AND RESPONSIBILITIES**

Under mínimal supervision, to provide effective and competent document and office support to the Branch in a safe, legal, and ethical manner, thus helping to ensure that the Branch’s services to clients are expedited and are always of the highest quality.

**REPORTING STRUCTURE**

The Administrative Assistant reports to the Administrative Manager where such position exists. If no such position exists, the Administrative Assistant will report to the Branch Manager.

**EXAMPLES OF WORK**
- To prepare, distribute and manage certificates and documents from request stage to completion stage for branch clients.
- To develop export documents based on client requests and in conjunction with Branch Manager input.
- To maintain updated work order files for all document requests and clients.
- To assist in the provision of the following services to the Branch as needed:

- Reception, fax, mailing, filing, ordering, photocopying, invoicing, word processing, light packing and shipping.
- To coordinate branch invoicing activities with Inspection and Training Coordinator to ensure completion of invoicing on a weekly and monthly basis. To manage, verify accuracy, and complete invoicing for each month end and meet the deadline for sales closing each month.
- To prepare weekly Month-to-date (MTD) revenue reports for Branch Manager.
- To prepare, verify and distribute lab and inspection reports.
- To check and verify local branch employee timesheets on a weekly basis.
- To follow up on past due accounts as identified by aging reports and under direction of Branch Manager.
- To check and verify monthly staff expense reports for submission to Branch Manager.
- To ensure on-going set up and accuracy of branch administrative filing systems and to ensure all such filing systems are functional.
- To prepare purchasing orders and coordinate orders with vendors for new purchases.
- To prepare and coordinate paperwork and couriers for outgoing shipments from front office area.
- To maintain asset management listing and input new asset information.
- To assist Branch Manager in projects as assigned by Branch Manager.
- To maintain work areas, records and equipment in a clean, organized and functional condition.
- To carry out the above responsibilities, and all others which may be assigned, in a manner demonstrating support for and adherence to the Company’s Safety Policy and Procedures, Quality Policy and Procedures, Ethics Policy, Environmental Management System, Vision and Strategy, and to exercise good judgment, common sense, and diplomacy in so doing.

**REQUIRED QUALIFICATIONS**
- One to two years of administrative experience, ideally in an agri-business environment.
- High level knowledge of Microsoft Office (including Word, Excel, Powerpoint, and Outlook) and office equipment (including facsimile, photocopier, postage meter, and telephone).
- Excellent verbal and written communication skills and must exhibit advanced organization and attention to detail.
- Positive attitude, a high tolerance for job pressure, and a special ability for working and communicating with persons of diverse personalities and backgrounds.
- Applicants must be mature self-starters, detail oriented, be able to meet deadlines, take initiative and able to work independently

**This position outline is a general guideline and does not represent all encompassing details. The position assumes that the incumbent has both the mental and physical requirements to carry out the above defined duties.



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