Administrative Assistant

4 weeks ago

Cornwall, Canada Matrix Logistics Full time

Job duties of Engagement Coordinator/ Operations Administration
- Order and maintain general office supplies and maintain office equipment’s: fax machines, printers, etc.
- Manage meeting room bookings(mostly automated)
- Work with CRO admin on business cardsand cell phone requests.
- Plan, organize and manage the events calendar for all events at site level & encourage employee engagement.(TMR)
- Summer BBQ, Fall Fair, Thanksgiving Dinner, Christmas Dinner, Children’s Christmas Party, Adult Christmas Party, Christmas gift giving and all other engagement activities
- Work closely with GM and HR to support external meetings and their needs for meal planning etc.
- Support annual HR activities such as EOS, Benefit re-enrollment etc.
- Work with HR and GM to prepare Townhall decks, and work closely with operational leadership to ensure participation
- Work with GM on Site level decks - as required
- Take notes/minutes at roundtablesand other meetings as required.
- Offer administrative support to team members, as required (mailing of benefits forms etc.)
- Maintain MTV & Communication, Recognitionand other communication boards and ensure forms area is adequately stocked with templates
- Maintain Org Charts
- Provide admin support for team member recognition programs and communication i.e. Parking spots, certified essentials, attendance awards etc
- CoordinatingService Awards with employees, retirement planning, ordering flowers for births/deaths/hospitalization as per program
- Concur
- Floor Presenceto support team members
- All other duties as needed to support the GM and HR requirements

**Role Purpose**:
Provide personal secretarial services and administrative assistance while exercising initiative and judgment on a regular basis. Work independently under general direction of the General Manager, providing administrative and clerical support including records management, billing, payroll, personnel records, etc. Provide advanced administrative support for senior management as well as courteous, responsive and accurate information to associates.

**Key Accountabilities**:

- Manage the accounts payable and receivable process. Obtain purchase Orders, validate and process invoices. Contact vendors regarding discrepancies.
- Review, transmit and Manage weekly payroll process. Reconcile any issues that occur.
- Assist the General Manager with the month end close process.
- Type correspondence and reports from rough drafts, editing grammar, punctuation or spelling as needed.
- Use considerable judgment and initiative to determine the approach or action to take in non-routine situations.
- Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or to other offices. Provide information to callers, requiring detailed knowledge of managers area of responsibility and General knowledge of company policies, practices and operations in an expeditious and courteous manner. Perform broad range of administrative details of highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions for which probable errors may have moderate effect on cost.
- Prepare a variety of highly confidential, specialized, and recurrent reports such as financial data. Produce high quality reports, presentations, proposals, or other documents.
- Maintain filing system including items that are confidential. Establish, Maintain, and when necessary, revise supervisors files.
- Maintain managers calendar, scheduling meetings and appointments. Regularly arrange travel and hotel accommodations for frequent extended trips. Compile and submit expense reports.
- Open and Review all mail directed to management staff. Compose responses to routine inquiries, and ascertain which items can be delegated to subordinate managers, and forward appropriate items to manager.
- Require continuous Use of technical and business vocabulary and a detailed knowledge of company operations, organizational procedures, and personnel.
- Coordinate high level meetings with associates, business unit-wide meetings, as well as customer meetings.
- Serve as central communication point for associates on human resource and associate relations items.
- Delegate work to one or two clerical associates to Assist with routine duties.
- Follow Up on all assignments delegated to subordinate managers as to status, completion, etc.
- Operate office equipment including fax, copiers, printers, binding machines.

**Required Education and Experience**:

- High School Diploma or Equivalent
- Three years related experience, preferred
- Two years experience with accounts receivable and accounts payable, preferred

Our Organization is an equal opportunity employer. We are committed to accommodating applicants with disabilities throughout the hiring process. Accommodations for job applicants with disabilities will be provided upon request.

Brand: Matrix Logistics
Address: 1330 Optimum Drive Cornwall, ON - K6H0B1

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