Administrative Assistant

6 months ago

Victoria, Canada Rooof Full time

**About Us**

At Rooof, we build the world’s best software, PostEngine, for automatically creating classified-ads for apartment buildings. That said, we’re even more proud of the team that we’ve built. We love working together and we’re very good at innovating, selling, and turning customers into evangelists. Best of all, we’re in the process of creating a second company and a second product, so there is another big adventure ahead

**A day in the life of the Administrative Assistant**

**Responsibilities**

**Clerical**:

- Opening, sorting, scanning and processing large volumes of mail & cheques (daily)
- Depositing cheques using digital scanner and manual bank deposits (weekly)
- Running errands for the team and office (weekly)
- Conduct shipping, receiving, and shipment-tracking (occasional)
- Taking notes in meetings (a few times per week)
- Maintain inventory tracking system of furniture and equipment (occasional)
- Complete Statistics Canada surveys (occasional)
- Transport confidential documents to shredding service (as needed)
- Communicate employee work-anniversaries and ship recognition awards (monthly)
- Water office plants (according to the personality of each plant)
- Procure and mail winter holiday cards to customers (annual)
- Supporting various administrative tasks such as research, data processing, data entry, travel arrangement, team event planning as needed.

**Administrative**:

- Monitor, triage, and correspond with various stakeholders in shared-inboxes, such as insurance brokers, bankers, landlords, government agencies, etc. (daily)
- Monitor, update and communicate corporate metrics and key performance indicators (i.e. keep spreadsheets up to date) (monthly)
- Maintain shared documentation (wiki) to share your knowledge, your activities, and corporate events/status (daily)
- Produce reports and ensure compliance with government regulations (e.g. WorkSafe (multiple provinces), BC Employer Health Tax, BC Investment Capital Branch, City of Victoria, BC Registrar of Companies, Corporations Canada, etc.) (annual, various dates)
- Manage, renew, and transact with Canada Post regarding Post Office Box and various mail-forwarding subscriptions (weekly, monthly, annually)
- Coordinate, plan, and execute travel arrangements for various team members (quarterly)
- Procure corporate branded items (e.g. swag and apparel) (annual)
- Correspond with trademark agent to keep registration in compliance (annual, at most)
- Correspond with various insurance agents to renew corporate insurance (annual)

**Facilities**:

- Liaise and coordinate with office cleaner (occasional)
- Procurement of snacks and supplies for the office (weekly/monthly)
- Take out office waste/recycling (as needed)
- Coordinate with off site equipment storage (aka mini-storage) (occasional)
- Coordinate office moves (if necessary, depending on lease renewals)

**Personal Assistant**:
From time-to-time, and only rarely, you may be asked to run errands or perform clerical duties for the CEO.

**Financial**:
**Org Chart**
- Reports to: CEO (interim)
- Accountable to: Senior staff members and financial staff
- Works primarily with: Financial staff, CEO, and senior management
- Direct Reports: None.

**Competencies & Qualifications**

This position is best suited to someone who enjoys diversity in their responsibilities and can thrive with a long list of tasks to accomplish each day/week/month/year. If you become overwhelmed easily by having a large to-do list, then this position is probably not for you.
- 2+ years of experience in an administrative or operational role
- Exceptionally well organized and meticulous
- Exceptional time-management and the ability to multi-task
- Ability to perform tasks in priority order and communicate status of tasks with stakeholders
- Proficiency with word processing and spreadsheets
- Competency and comfort using PC/Windows
- Minimum ability to type 40+ words-per-minute on a computer
- Excellent communication & interpersonal skills
- Attention to detail and creative problem-solving skills

**Ideal Qualifications (not necessarily required)**
- Post-secondary education
- Competency with Google suite of products
- Experience working for a software company or other high-tech environment
- Knowledge of double-entry bookkeeping
- Experience keeping a corporation in good standing (e.g. corporate annual reports, business insurance, licensing, permits, etc.)
- Please mention any other software, systems, or business tools that you are proficient with and the extent of your experience with those tools

**Remuneration & Working Environment**
- Vacation: 3 weeks (15 days) discretionary paid time off + additional paid time off between Christmas and New Years’ day
- 37.5 hours per week - generally 9am to 5pm, but with some flexibility after probationary period
- Professional Development: Up to 12 days per year allocated to professional development
- Your downtown parking is paid by the company.
- Paid s

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