Administrative Assistant

6 months ago

Burlington, Canada Evenica Corp Full time

Evenica is currently seeking a **Administrative Assistant. **We’re a Microsoft Gold Partner that specializes in e-commerce solutions. We’re experts at deploying Dynamics 365 Commerce and we have our own portfolio of IP that compliments the Microsoft technology stack.

As technology leaders in our industry, we help our mid-sized to large enterprise customers achieve their B2B & B2C e-commerce goals.

**PURPOSE**

The purpose of the Administrative Assistant is to provide administrative support to the Finance and Administration Department, which includes performing data entry tasks, auditing information, document creation, and ensuring the accurate and efficient operation of our time and project management system, Replicon.

**EXPECTED OUTCOMES AND DELIVERABLES**

**Prepare and update Project Statements and Budget to Actuals (B2As) for all projects**
- Compile timesheet information from Replicon
- Transform Replicon data to Excel format to meet the specifications for the Project Management Team
- Update B2As and Statements for all projects weekly

**Promote compliance with timesheet management procedures by monitoring and following up as required**
- Review Replicon reports on a weekly basis to flag overdue timesheet submissions, errors, missing information, and overdue timesheet approvals
- Follow up with employees to ensure timesheets are submitted with accurate and complete information
- Follow up with managers/time sheet approvers to ensure timesheets are reviewed and approved before the deadline
- Ensure staff who rely on timesheet information are provided correct, complete and up-to-date information, including any updates made to closed timesheets

**Create and maintain projects in Replicon**
- Set up new projects in Replicon, ensuring all information is entered accurately
- Assign individuals to specific projects within Replicon and assist Project Managers with managing task access for different team members
- Maintain and update the status of ongoing projects in Replicon, and close off tasks and projects as directed by Project and Support Managers

**Acting as the Replicon concierge desk, respond to inquires, requests for information, and assist with reporting**
- Respond to questions from the Professional Services and Customer Care Departments regarding Replicon project information
- Assist with adhoc reporting by running established reports as requested
- Under the guidance of the Senior Finance Coordinator, learn and master the creation and customization of reports within Replicon to meet the organization's evolving needs

**Provide support for tasks related to Accounts Receivable (AR) and Accounts Payable (AP)**
- Process and reconcile Accounts Receivable transactions in a timely and accurate manner
- Follow up on outstanding invoices and facilitate collections activities as directed
- Maintain accurate records of customer accounts and transactions

**Perform data entry tasks with a high level of accuracy, ensuring timely and precise input of information into databases, spreadsheets, or other software systems**
- Perform day to day financial transactions in QuickBooks, including verifying, classifying, posting and recording accounts receivable and accounts payable data
- Assist with reconciliations of data to identify discrepancies, or errors, and take appropriate measures to correct them, maintaining data integrity and reliability

**Assist with notetaking, document creation, and maintenance of Confluence Spaces**
- Translate notes into Standard Operating Procedures (SOPs), documenting processes and procedures for future reference and training purposes
- Conduct research tasks as assigned, including gathering information, analyzing data, and preparing summaries or reports to support decision-making processes

**Ensure smooth operations by providing administrative support across the organization**
- Assist with travel arrangements, including booking flights, hotels, and transportation
- Assist with new employee onboarding procedures as needed, including performing an in-office welcome and orientation
- Manage office and kitchen supplies inventory, order replenishments as needed, and ensure office equipment is properly maintained

**REQUIRED COMPETENCIES**
- **Deadline driven**:Completes tasks on time; organizes time appropriately so that deadlines are met
- **Detail oriented**:Pays close attention to particulars; completes tasks with a high degree of accuracy; understands how details affect work output
- **Effective Communication**: Consistently provides relevant, accurate and timely data to others; proactively provides updates on changes to deadline and deliverables
- **Continuous Learning**: Possesses willingness and ability to learn by regularly upgrading their skills, increasing knowledge to enhance personal and organizational performance
- **Process oriented**:Keen on verifying that each step is completed and that processes are followed according to the instructions
- **Follow through**:Ke

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