Administrative Assistant
2 weeks ago
**Summary description of the position**
Reporting to the Supervisor - Project Management, the person is responsible for supporting the project managers in the associated administrative tasks. In addition, he will be responsible for coordinating the transportation of both commercial and clinical shipments.
List of responsibilities
**- Administration**
a. Create and update customer and supplier files
b. Launch production orders
c. Perform monthly and ad hoc customer inventories
d. Open monthly and one-time service orders
e. Participate in the maintenance of documents and tools used in the department
f. Support the project manager in the preparation of packaging projects and ensure the required follow-ups
**- Purchasing Management**
a. Contact suppliers to obtain bids on components required for projects.
b. Analyze bids received and make purchases (PO opening) according to established specifications.
c. Perform follow-up activities for purchase orders and coordinate deliveries within the time frame required for production.
d. Establish and maintain good relationships with our suppliers and assist in the development of new suppliers.
e. Resolve receiving and billing discrepancies.
**- Coordinates commercial and clinical trial shipments and supports the logistics of shipments for all departments**
a. Prepares shipping notices and delivery notes
b. Makes reservations for transportation of products with customers
c. Reserves transportation of components with suppliers
d. Performs shipments of customer samples or holdbacks
**Expected Results**
- Ensure adequate support for project managers in their work
- Manage purchasing adequately to ensure planned production
- Respect the standards and rigorously follow the procedures (SOP)
- Ensure that commercial and clinical shipments are made in a meticulous and timely manner
**Required qualifications**
- College diploma or professional degree in administration or any other relevant training
- Minimum of two (2) years experience in a similar position
- Excellent command of the French and English languages, both written and spoken
- Excellent command of the MS Office suite
- General knowledge of an ERP system (Prextra - an asset)
- Knowledge of transportation logistics will be considered an important asset
**Qualities, skills and competencies required**
- Ability to manage multiple projects and priorities at the same time
- Ability to anticipate problems and propose solutions
- Ability to build strong relationships and work in a fast-paced environment
- Ability to manage work, stress and deadlines
- Positive approach to change and proven ability to take initiative and innovate - Strong interpersonal communication and teamwork skills
- Customer service skills
- Thoroughness and rigor
- Ability to negotiate
**Job Types**: Full-time, Permanent
**Salary**: $23.00-$25.00 per hour
**Benefits**:
- Casual dress
- Company events
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- Overtime
Supplemental pay types:
- Overtime pay
Ability to commute/relocate:
- Saint-Laurent, QC: reliably commute or plan to relocate before starting work (required)
**Education**:
- Secondary School (preferred)
**Experience**:
- Front desk: 2 years (preferred)
- Administrative experience: 2 years (required)
Work Location: One location
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