Administrative Assistant

6 months ago

Guelph, Canada Eternity Systems Full time

**We're always looking for great people to join the Eternity Systems Team and we have an opportunity for you to be a part of our team If you enjoy working in a casual atmosphere while developing your HR knowledge then this may be the job for you**

**We have an opportunity for an ADMINISTRATIVE ASSISTANT contract position (13 months - Covering for a Leave of Absence)**

**Who we are**

ETERNITY SYSTEMS is the world leader in industrial sanitization of reusable packaging and containers. Established in Europe (France, Spain, Portugal and Germany) and in North America (United States and Canada) with 14 washing facilities, the Group achieved sales of nearly € 100 million in 2020, washing more than 700 million containers. ETERNITY SYSTEMS enjoys a central position within a circular ecosystem bringing together producers, retailers and suppliers of reusable packaging.

**Summary**

**Job Duties**:

- General administration, including reception, mail, courier services, supplies, and other logístical requirements, ensuring consistency.
- Provide administrative support to the Human Resources Manager including handling of sensitive and confidential matters
- Provide administrative support to various departments, locally and globally with in the company.
- Assist in planning and organizing of employee engagement activities.
- Coordinate Training activities and maintain training data base.
- Assist to coordinate JHSC Meetings and take minutes of the meetings
- Assist with New hire orientation and processes.
- Maintain accurate and comprehensive records.
- Maintain correct information in all KPI spreadsheets.
- Direct employee and/or client concerns to appropriate department
- Review employee time and attendance and notify department head and/or HR of any anomalies.
- Maintain, balance, and submit temporary agency time sheets on a weekly basis.
- Reconcile temporary agency invoices.
- Communicate with temporary agencies and suppliers
- Balance and reconcile company credit cards and expense reports.
- Manage purchase orders for the facility (includes, tracking balancing and reconciling)
- Submit Invoices to Yooz and track payments through head office finance department.
- Coordinating of incoming and outgoing mail.
- Answering of company telephone and direct calls appropriately.
- Regularly scheduled shifts within logistics department to perform as a back for Shipping Clerk position.
- Maintain an elevated level of professionalism with employees and vendors, representing MT Canada with high integrity.
- Demonstrate initiative and a willingness to take on new tasks, and present new and creative ideas.
- Order and replenish inventory for office supplies.
- Other duties as assigned.

**Requirements**:

- Minimum High School diploma required.
- 3-6 months minimum of working in an administrative or receptionist role.
- Effective communication skills and interpersonal skills with individuals at all levels of the organization.
- Technical Skills
- Excellent communication skills, both verbal and written
- Ability to prioritize and react to changing situations; able to meet deadlines.
- Flexible and positive attitude
- Ability to work independently and with mínimal supervision.

**Position Type and Expected Hours of Work**
- This role is on site office based.
- Core Working hours are 7:30 am to 4:00pm.
- Shipping Back up hours - Start time 5:45am
- Overtime may be required throughout the week and/or weekends.

Eternity Systems is committed to a workforce that reflects the diversity of the communities where our facilities are located. We actively seek qualified individuals with demonstrated skill and knowledge to deal with all aspects of diversity in a manufacturing environment. We are committed to accommodating applicants with disabilities throughout the hiring process under the Accessibility for Ontarians with Disabilities Act (AODA). Human Resources will work with applicants requesting accommodation at any stage of the hiring process upon request.

**Job Types**: Full-time, Fixed term contract
Contract length: 13 months

**Salary**: $22.00-$24.00 per hour

**Benefits**:

- Casual dress

Schedule:

- Day shift
- Monday to Friday

Supplemental pay types:

- Overtime pay

Ability to commute/relocate:

- Guelph, ON N1L 0B9: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Organizational skills: 1 year (preferred)
- Microsoft Excel: 1 year (preferred)
- Microsoft Outlook: 1 year (required)
- English: 1 year (required)
- Microsoft Word: 1 year (preferred)

Work Location: In person

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