Administrative Assistant

3 weeks ago

Toronto, Canada MASS (Marketing Automation Service and Support) Full time

***

A successful Administrative Assistant keeps the business and office operations organized, efficient, and smooth. Day to day, they provide administrative support, which might include organizing client deliverables, juggling schedules, making travel arrangements, managing office supplies, and whatever else it takes to help the company be more productive. Reporting to the Operations Manager, their key objective is to create order, support productivity, and solve logístical problems. This role is expected to keep people, projects, and processes operating at peak efficiency.

**PRIMARY RESPONSIBILITIES**

Administrative Support:

- Plan, organize, and schedule company meetings occurring in the office, offsite, and via video conference
- Coordinate domestic and international travel arrangements for all levels of employees
- Maintain and keep up to date digital filing system, customer and prospect database, and inventories
- Coordinate internal and external resources to expedite workflows

Facilities Maintenance:

- Manage food, beverage and office stocks by keeping inventory of existing supplies and by placing timely orders to ensure the defined volume/quantity of supplies is always available
- Receiving, organizing, and storing office supplies, packages and orders
- Validate that Janitor has completed their daily tasks and update Operations Manager as needed
- Manage office requests by reviewing all requests and taking appropriate action
- During Janitor absence, perform light routine cleaning and tidying up in the workplace.
- Other projects, assignments and tasks as may be assigned

Finance:

- Collect, organize, and track all payments to ensure they happen in an accurate, efficient, and timely manner
- Organize and track all customer payment milestones to ensure prompt and accurate invoicing, identify and flag past due invoices, record payments in system
- Track and help process all internal expense reports
- Help review and facilitate processing of all internal purchasing requests
- Collect, digitize, and centrally store all monthly financial records

IT:

- Coordinate and help prioritize IT service requests delivery to ensure all requests are promptly addressed

Human Resources (HR):

- Assist Operations Manager with coordination and reporting of all leaves, staff time-tracking, etc.

**REQUIRED EXPERIENCE**:

- 1+ year of administrative support experience
- Experience working in a professional office is a strong asset

**EDUCATION**:

- Certificate, diploma or degree in office services, facilities or administration is an asset

**SKILLS, COMPETENCES & BEHAVIOURS**:

- Demonstrated ability to work independently with mínimal oversight and instruction
- Takes pride and ownership of all areas of administrative need, office facilities and assisting to support a healthy, clean and safe working environment
- Strong attention to detail, highly conscientious and organized worker
- Experience managing inventory and supplies
- Excellent interpersonal relations and friendly, professional attitude
- Positive attitude combined with the desire to contribute to the success of MASS Engines
- Alignment and commitment to demonstrating MASS' core values of Ownership, Quality, Integrity, Teamwork and Hard Work

**WORKING CONDITIONS**
- Part-Time Position (2-3 days a week)
- Hybrid position, work from office one day a week
- Professional services office environment
- Exposure to confidential information; requirement to preserve confidentiality

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