Receptionist/administrative Assistant

4 months ago

Victoria, Canada True Training Full time

**Primary Duties**
- Be fast to correspond with government clients via MS Outlook.
- Manage team meetings to ensure they are efficient and organized, by preparing agendas and recording notes.
- Send quotes/invoices to customers, including pertinent details.
- Follow up with customers about invoices or quotes.
- Communicate with subcontracting admin team to ensure they are doing their duties properly outside of EST hours.
- Take notes during team meetings about important updates, due dates, or goals.
- Organize meeting notes digitally in an organized manner for all teammates to review.
- Follow up with team members about pending due dates or updates on tasks.
- Answer 1-5 phone calls per day.
- Manage class schedules of +1000 students and +30 teachers by enrolling/shifting students into classes
- Communicate with teachers about availabilities and student details.
- Pay subcontractors via Quickbooks and banking tools.
- Create quotes and invoicing customers from Quickbooks.
- Clean and improve the office, ensuring the environment is optimized for a productive atmosphere.
- Print important documents, filing them for proper safekeeping, while being easy to review during team meetings.
- Print and display accomplishments of team members and teachers.
- Organize up-to-date database of vendors.
- Track procurement cycles, noting when reports or bids are due.
- Assist in hiring new employees and contracting new teachers.
- Facilitate onboarding for new hires.
- Develop a checklist of new hires with timelines of different touch points.
- Be fast to communicate with subcontractors, students, and teachers via MS Teams.

Estimated time distribution:
~10% creation and organization of digital files.

~5% office management and meetings.

~5% other.

**Preferred Qualifications and Experience**:

- Experience Level: 4+ years of experience in administrative duties
- Demonstrated ability to multitask.
- Proficient with organization of digital files.
- Preference for those with experience in academic administration.
- Preference for those with interest incorporating AI into processes.

The company is B2G (business to government), providing a variety of services and goods to the governments in Canada (municipal, provincial, and federal).

**Job Types**: Full-time, Part-time, Internship / Co-op

**Salary**: $16.75-$23.45 per hour

Expected hours: 20 - 40 per week

**Benefits**:

- Dental care
- Paid time off
- Vision care

Schedule:

- Monday to Friday

Application question(s):

- What language(s) do you speak? Please explain levels.
- What are 1-2 relevant skills that you will bring to this position?
- Small businesses often require employees to wear multiple hats. Can you give an example of how you've adapted to changing roles or responsibilities in a small business or startup environment?
- What are 1-2 additional tasks you think should be added for our admin role (consider our size and type of business)?
- What is your preferred $ hourly rate or range?
- (optional) Additional information.

Ability to Relocate:

- Victoria, BC V8T 4M1: Relocate before starting work (required)

Work Location: In person

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