Administrative Assistant

2 weeks ago

Cambridge, Canada Culligan Water Full time

The Administrative Assistant works with various departments in the organization to support the ongoing activities of the business. Their day is spent equally split between the Fleet/Risk Department and the Sales/Marketing Department. They are comfortable doing a variety of administrative duties and have a strong knowledge of sales, marketing, and various administrative functions.

**We want you to join our team at our CAMBRIDGE location as an Administrative Assistant **_**Monday to Friday Shift.**_

**Responsibilities**:

- Tracking and reporting on all active and closed customer damage claims including: recording incoming claims, collecting all appropriate documents, pictures and quotes, preparing releases, preparing cheque requisitions for settlements, recording final claim costs
- Tracking and reporting on all automotive claims including: recording incoming claims, collecting all appropriate documents, pictures and quotes, tracking driver demerit points, adding documentation to the driver’s DQ file
- Communicate with external parties such as brokers, customers, insurance companies and vendors through claims resolution
- Update and maintain all driver DQ files. Work with Human Resources to update FleetMentor to ensure all files and licenses are up to date including expiring MVR, driver’s license, and other qualifications, contact employee's and/or managers to obtain updated documentation
- Assist with acquiring and tracking of fleet compliance information from all branches and vendors including recording driver ride-alongs to ensure all locations are performing them at appropriate intervals
- Using Geotab and ARI insights for administration and reporting. Assistance in monitoring Geotab, fuel managements (creating cards/troubleshooting), as required
- Assisting Risk and Fleet Manager with organizing and improving claims tracking and filing systems, updating and maintaining fleet policies, safety and maintenance files, fleet manual, etc.
- Order, manage and distribute inventory of Sales, Operations, and Fleet marketing material - brochures, contracts, cooler tray stickers, business cards, door hangers, flyers, envelopes, letterhead, etc.
- Home shows - book and coordinate as required; purchase carpet, electrical, etc. Set up coverage schedule for Water Consultants. Work with CSRs to arrange for setup and teardowns
- Assist with daily sales reporting, lead assignments and quality review of sales data entered by the Sales team into Salesforce
- Book and manage travel for all employees ensuring reasonably price accommodations and flights are booked. Seek out new preferred travel suppliers as needed
- Project work as assigned by the Risk and Fleet Manager or the Marketing Manager
- Perform other related duties as assigned

**Qualifications**:

- Ontario Secondary School Diploma required
- Completion of post-secondary education in a related field is an asset
- Prior experience in claims/fleet management is a definite asset
- Experience using SalesForce is an asset
- Highly flexible, with solid interpersonal and teamwork skills that allow one to work effectively in a diverse working environment
- Excellent Microsoft Office skills (Outlook, Excel Word, PowerPoint)
- Technically inclined and able to use a variety of programs in order to assist with creating ad, graphics, PowerPoint presentations, etc.
- Ability to learn and adapt quickly
- Highly organized and detailed oriented with the ability to multi-task and prioritize simultaneously
- Demonstrated strong interpersonal and communication skills including written, oral, and comprehension
- Able to build and maintain lasting relationships with departments, peers, and customers and vendors

**Physical Demands**:

- Sedentary physical demand level
- Hand and finger dexterity is required
- Movement very occasional stooping/bending, stretching, twisting, and reaching from various heights is required
- Occasional standing and walking about the office is required. Occasional lifting and distributing marketing materials

We thank everyone for their interest; however, only those selected for an interview will be contacted

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

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- Paid time off
- RRSP match
- Vision care

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Ability to commute/relocate:

- Cambridge, ON: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (required)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Location: One location

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