Receptionist/administrative Assistant

3 months ago

Vaughan, Canada A.J. Stone Company Full time

**RECEPTIONIST/ADMINISTRATIVE ASSISTANT**

The Receptionist/Administrative Assistant serves as the vital first point of contact at A.J. Stone, creating a positive and professional impression for all customers and visitors. In this role, you play a key part in ensuring smooth administrative support across the organization by managing multiple tasks efficiently.

**KEY DUTIES AND RESPONSIBILITIES**

**Reception Administration**:
**Service Administration**:

- Facilitate service-related tasks including equipment intake, creating work orders, coordinating work with technicians under the guidance of the Technical Service Lead, arranging customer pickups and shipping; answer customer inquiries related to service work, ensuring clear and timely updates on service work status; Oversee the service inbox and manage the workflow, ensuring all inquiries are addressed and resolved; assist with ordering of service parts and equipment; review completed work orders for accuracy; manage invoicing; maintain accurate service records.

**Administrative Support**:

- Provide administrative support including calendar management, scheduling meetings, and conducting research as needed; maintain office supplies, ensuring the kitchenette and office areas are stocked and tidy; manage and organize filing systems, both physical and digital, ensuring proper documentation and record-keeping; perform data entry, updating ERP system and spreadsheets with accurate information; assist with formatting, proofreading, editing, or revising correspondence, reports, presentations, spreadsheets, and relevant reports, as needed; assist where needed by organizing and coordinating office events, such as meetings, training sessions, and team activities; facilitate and run errands where required; backup support and coverage for Sales and Account Coordinators, ensuring seamless communication and collaboration during peak times or absences.

**Communication and Correspondence**:
**Additional Duties**:

- Maintain the cleanliness and organization of shared spaces, such as meeting rooms and office supply areas; assist with travel arrangements and booking accommodations for management or staff as needed; assist with filing and record-keeping for compliance and company policies; take meeting minutes and distribute in a timely manner; participate in fiscal year-end procedures; other duties as assigned.

**KEY SKILLS, KNOWLEDGE, AND ABILITIES**

**Communication Skills**:Strong verbal and written communication to interact with customers, vendors, and internal teams clearly and professionally. Active listening to understand customer inquiries and respond effectively.

Prioritization of urgent tasks and efficient time management to meet deadlines and stay organized.

**Attention to Detail**: Accuracy in data entry, invoicing, and maintaining records. Thoroughness in managing documents, scheduling, and ensuring follow-up on tasks and inquiries.

**Problem-Solving**: Critical thinking skills to resolve customer inquiries and issues quickly and efficiently. Independent decision-making in handling day-to-day tasks and prioritizing work.

**Interpersonal Skills**: Friendly, positive attitude, professional, and approachable demeanor when interacting with customers, vendors, and team members. Diplomacy in handling sensitive or challenging conversations and situations.

**Technical Skills**: Proficiency in Microsoft 365 (Outlook, Word, Excel) and familiarity with CRM, ERP systems (Spire would be an asset), and Adobe Acrobat. Strong organizational and filing skills, both physical and digital.

**Administrative Processes**: Understanding of general office procedures, including document management, scheduling, and supply ordering. Knowledge of invoicing, service coordination, and customer service practices.

**Customer Service**: Strong grasp of customer service principles, ensuring a positive experience for customers through professional and timely responses to inquiries and service requests. Demonstrate empathy and understanding.

**Adaptability**: Ability to adjust to changing priorities, manage sudden issues or tasks, and remain flexible in a fast-paced environment.

**Confidentiality**: Ability to manage and protect sensitive information related to customers, vendors, and internal operations with discretion.

**Organization and Prioritization**: Ability to stay organized, manage competing tasks, and ensure all responsibilities are handled in a timely manner.

**Resilience Under Pressure**: Capability to handle stressful situations, manage high workloads, and maintain professionalism and composure at all times.

**QUALIFICATIONS**

**WHY WORK FOR US?**

A.J. Stone Company Ltd. is incredibly proud of our company and its growth - in particular, our people and our customers. Our core values play a big part in how we do business and how we hire, train, and develop our employees. We are continuously striving to build a better, stronger, and more resilient organization for fut

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