Business Administrator

7 days ago

Scarborough, Canada Vistacom Full time

**Job Purpose**

Under the general supervision of the Director - Business Analysis and Performance, the role of the Administrative Assistant is to ensure the efficient and timely operation of the office so as to support and enhance the work of the division.

**Duties and Responsibilities**

1. Provide administrative support to divisional operations which includes:

- Accurately typing correspondence, reports and other documents in a timely manner.
- Establishing and maintaining a comprehensive filing system to ensure retention of reliable/current data and easy information retrieval.
- Opening, and distributing mail
- Taking minutes at meetings.
- Packaging and processing courier requests.
- Ensuring all technology such as computers, printers, fax are in good working order.
- Ordering office supplies ensuring materials required are always in stock.
- Supporting a teamwork environment and acting as a source of information for the departments.

2. Provide receptionist services which includes:

- Greeting and assisting visitors;
- Answering phones, and relaying messages
- Directing calls and responding to enquiries.

3. Track data and providing reports AS SPECIFIED:

- Fleet - mileage, accident, fuel consumption, maintenance, van exchange program, etc.
- Non-compliant charges - verifying and submitting to payroll.

4. Process payroll which includes:

- Collect and compiles payroll information from a variety of sources.
- Inputting payroll data accurately and in a timely manner.
- Proofreading data to ensure accuracy.

5. Office Facilities:
Responsible for:

- Security;
- Furniture;
- Equipment and Supplies;
- Service, ie, courier, cleaning, kitchen, etc.;
- Phones - IT;
- MPAs - assignment, tracking, repairs, ordering.

6. Payables
- Responsible for all purchasing requisitions of the division.
- Responsible for coding and purchasing payables.
- Verification of receipt of goods, and process payment to respective supplier/vendor

7. Fleet

Responsible for:

- Assignment of Vehicles;
- Fleet reporting;
- Vehicle maintenance and record keeping;
- Vehicle inspection program;
- Accident reporting and insurance claims - tracking and reporting;
- Accident repairs - tracking and reporting.

**Health and Safety**
- Carry out work activities without risk to self or others and understand the consequences of failing to work safely.
- Identify hazards, risks and risk controls and understand the importance of risk assessment.
- Understand emergency and accident plans and procedures and how and to whom to report accidents, incidents and near misses in the work place.
- Represent management as a member of the Joint Health and Safety Committee.
- Participate in health and safety training as required.

**Qualifications**

**Education and Experience**
- Grade 12 or equivalent and a diploma in secretarial or administrative sciences from a recognized educational institution.
- 3 years experience at a senior level

**Knowledge and Skills Required**
- In-depth knowledge of office administration practices and procedures.
- Professional, trustworthy, and reliable with a strong attention to detail.
- Sound knowledge and ability in business correspondence and an ability to proofread for grammar, spelling and punctuation with a high degree of accuracy.
- Advanced computer skills and proficiency in a Windows environment, including word processing, spreadsheet and database software.
- Ability to handle confidential information with respect and integrity.
- Ability to handle multiple interruptions and adjustments to priorities throughout the day.
- Ability to communicate effectively with diverse individuals and to handle calmly and efficiently situations ranging from routine to emergency.
- Ability to organize and prioritize multiple tasks and consistently meet deadlines.
- Ability to establish effective working relationships with co-workers to successfully accomplish objectives.
- Ability to work both independently and also as a team member.

**Working Conditions**
- The noise level in the work environment is moderately noisy.

**Physical Requirements**
- Sitting in a normal seated position for extended periods of time.
- Reaching by extending hand(s) or arm(s) in any direction.
- Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard.
- May occasionally lift and/or move up to 25 pounds.

**Salary**: $32,920.25-$39,000.00 per year

**Benefits**:

- Flexible schedule
- Paid time off
- Vision care

Schedule:

- 10 hour shift
- 8 hour shift
- Day shift
- Monday to Friday
- Weekend availability

Ability to commute/relocate:

- Scarborough, ON M1W 3J8: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (required)

**Language**:

- English (required)

Work Location: In person

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