Admin Assistant I

3 weeks ago

Brampton, Canada Impact Fulfillment Services Full time

**Duties and Responsibilities**:

- Oversee all aspects of general office coordination
- Maintain GM’s office calendar to coordinate workflow and customer meetings.
- Maintain confidentiality in all aspects of client, staff and agency information Interact with clients, vendors, and visitors.
- Match the UKG punches with Time sheets. Fix the discrepancies if any and approve the hours in UKG every Monday.
- Assist corporate payroll staff with payroll reconciliation
- Helping employees with any kind of issues with UKG.
- Set up a new Hire employee in UKG
- Send a new Hire file to HR and SunLife for Group Benefit
- Keep accurate recording of all Sick/Vacation time on Sick Vacation tracker
- Update Vacation Accrual list to match with UKG
- Update the Payroll Register to track the Vacation Accrual amounts

**AR Process - Billing**
- Vtech Billing Monthly
- Create and Submit Vtech Estimates on 28th each month
- Public Accounts Billing

**AP Process**
- Process all Invoices with AP on daily basis
- Follow up on any overdue amounts on vendor’s behalf

**Finance**
- Trial Balance
- Review Soft close and Hard Close
- Accruals
- Public Account P&L and Vtech Roll Out Reports
- Budget Preparation - Create sales forecast templates, production budget templates
- Bridge Gaps for Katharine
- Conference call notes each week
- Financial Review call presentations
- Create Reconciliation reports each pay period for Vtech

**HR Task**
- Other duties and responsibilities as assigned
- Communicate with Angela if New Hire and Termination
- Communicate with Sunlife for Group Benefits
- Track Vacation Accruals - still not updated in UKG
- Submit Employee Exp, with payroll submission to Monika
- Create Bonus sheets if require - Peak season
- Submit Temp payroll to agencies - sort reports by department before submission

**Physical Demands**:
The Administrative Assistant must be able to lift minimum of 0 pounds to a maximum of 15 pounds, and able to perform repetitive standing, sitting, stooping, walking, stretching, reaching, and use full range of body motions.

**Language Skills**:

- The Administrative Assistant must be fluent in English (written and verbal) in order to perform the essential functions and responsibilities of the position successfully.

**Skills/Abilities**:

- Typing proficiency required.
- High proficiency in MS Word and Excel
- Detail orientation.
- Ability to interact with employees at all levels.
- Excellent verbal and written skills.

**Knowledge**:

- High School Diploma or GED required.
- Bachelor’s degree in business or related field experience preferred.
- One year of experience as an Administrative or Receptionist required.

**Employer Rights**:
This job description does not list all duties of the job. You may be asked by your supervisors or managers to perform other duties. You will be evaluated in part based upon your performance of the tasks listed in this job description.

The employer has the right to revise this job description at any time. The job description is not a contract for employment, and either you or the employer may terminate employment at any time, for any reason.

**Behaviors**: Required
- Enthusiastic: Shows intense and eager enjoyment and interest
- Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

**Motivations**: Required
- Self-Starter: Inspired to perform without outside help
- Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals

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