Receptionist/administrative Assistant

2 months ago

Coquitlam, Canada Intertek Testing Services NA Full time

**1. **General Description of Responsibilities**
- By delegation from the Operations Managers, the Administrative Assistant has responsibility for providing effective and competent office support to the Branch in a safe, legal, and ethical manner.

**2. **Specific Responsibilities**
- Listed examples are illustrative and representative of the tasks required of this position and are not intended to be complete or exclusive.
- Performing Standard Reception Duties - Ie: Greeting Visitors, Answer/Direct Telephone Calls, Forward messages to appropriate people
- General Tidiness of the Reception Area, Lunchroom, Client Lounge, Boardrooms and Training Rooms
- Maintaining/Ordering general office supplies and business cards and ensuring general office equipment is functioning at satisfactory conditions - ie: Copier, Printer, Scanner
- Performing duties utilizing Microsoft Office software programs - ie: Excel, Outlook, Word
- Generating and distributing Month End reports in a timely manner
- Coding and approving Invoices, P/Card coding and approving. Maintaining AP Tracker Expense Spreadsheet
- Creating Purchase Orders and Set Up Vendors/Suppliers
- Assisting with issuing General Liability Insurance and Worksafe Certificates
- Setting up Conference Room(s) for Visitors and In-House Meetings, arranging/picking up lunch if required
- Maintain Shared Calendar and Phone List
- Arrange Cell Phones for issue/replacement of staff
- Organizing Staff Events - ie: Christmas Party, Summer BBQ, TownHall Meetings
- Assisting with the Introduction of New Staff ie: Access Cards, Phone Extension, Alarm Code
- Arranging Shipping with different Courier Companies ie: Fedex, UPS, DHL
- Maintaining and distributing weekly cheque logs, vehicle/mileage logs, labels for Manufactured Housing
- Maintaining a high level of confidentiality and using discretion when necessary
- Performing other work as required
- Carrying out all responsibilities in a supportive manner with total adherence to: The Company’s Health, Safety and Environmental Policies and Procedures, Quality Management System, Compliance and Ethics Policies, Vision, Mission and Strategy, and exercises good judgment, common sense, and diplomacy.

**3. **Supervision Exercised**
- The Administrative Assistant normally has no personnel responsibility or authority.

**4. **Supervision Received**
- The Administrative Assistant reports to the Operations Managers.

**5. **Education and Experience Requirements**
- High school diploma or equivalent
- 2-3 years directly related experience
- Microsoft Office Skills, must be able to type quickly and accurately
- Excellent organizational and time management skills with the ability to analyze and problem solve
- Ability to work independently in a fast-paced, multi-tasking environment with great attention to detail
- Excellent Customer Service and Communication Skills in both verbal and written format, good command of the English Language
- Job requires management of all the incoming calls, client interaction, shipping, receiving, clerical duties and facilities coordination, front desk reception, shipping receiving, financials.

**6. **Core Competencies**
- Excellent customer service skills
- Excellent communication skills in both verbal and written format
- Excellent organization and time management skills
- Effective business writing and composition skills with a good command of the English language
- Ability to analyze and solve problems
- Ability to work independently in a fast-paced, multi-tasking environment
- Ability to pay attention to detail
- Ability to type quickly and accurately
- Microsoft Office software expertise

This position outline is a general guideline and does not represent all encompassing details. The position assumes that the incumbent has both the mental and physical requirements to carry out the above defined duties.

**Job Types**: Full-time, Permanent

**Salary**: $23.14 per hour

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off
- RRSP match
- Vision care

Schedule:

- Day shift
- No weekends

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative: 1 year (required)

Work Location: One location

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