Office Administrator

2 weeks ago

Ottawa, Canada Power Precast Solutions Inc. Full time

_**Are you are looking for a dynamic company with opportunity for growth and development. Do you “own” the results of your work and do everything in your power to make sure your clients are satisfied with the results and you work in a safe manner? If so, we may have a position that is a fit for you.**_

**Power Precast** is a leading precast company that combines dedicated people, proven products with a local focus on exceptional customer service. We offer rewarding career opportunities and we are continually searching for dynamic individuals to join our team.

**We offer a comprehensive compensation package which includes a competitive wage, group benefits, Employee Family Assistance Plan, Group RRSP match program, educational assistance, internal succession planning and more.**

We are current searching for:
**Office Administrator**

**Applicants should have**:

- A reliable means of transportation to attend work
- Telephone and reception experience
- Retail experience for front counter and telephone sales
- Experience with general office duties
- Good computer skills, including Microsoft office and ERP systems
- Some minor event planning experience
- Accounts payable experience
- Purchasing cycle knowledge or experience
- Accounting cycle knowledge or experience

**Other Assets would be**:

- Strong interpersonal and communication skills
- Ability to multitask
- Strong customer orientation
- High attention to detail
- Ability to work alone and as part of a team
- Bilingual is an asset but strong English skills a must

**You would also have the ability to work some days remotely once fully trained.**

The full job description is as follows:
**NATURE AND SCOPE**
- The incumbent reports to the Operations Manager.
- This position is responsible for administration of office activities within the Ottawa Office. This includes entering production, completing reports for head office, inventory accuracy, help co-ordinate lean Management functions, organization of office and filing systems and ensure an efficient flow of all office operations. This role also must work closely with the Operations manager on plant activities.

**Duties**

Purchasing & Payables
- Create purchase requisitions, check quotes and obtain approvals. Convert purchase requisition into a Purchase Order, once converted, communicate to supplier the PO number
- Place orders (after obtaining quotes) for services & products when requested.
- Receive all the packing slips into the system, reconcile with the ordering details and add supporting back up to packing slip
- Ensure all vendor invoices match our quote/PO. Follow up with vendor if cost differs.
- Verify supplier statements and prepare accruals for month end

Sales & Customer Receivables
- Change bill of material BOM’s and create new items in organizations ERP
- Set up new vendors in organizations ERP

**PRINCIPAL ACCOUNTABILITY**
- Health and Safety reports and activities
- Answering telephones, monitoring callers, taking and relaying messages to staff
- Greet all visitors to the location, directing them to the relevant staff member and ensuring the proper safety equipment is distributed if anyone is entering the plant or yard areas.
- Responsible for front counter sales/schedule deliveries daily
- Receive, sort, distribute incoming mail and prepare outgoing mail including couriers as required.
- General office duties including fax control, filing, maintaining storage systems, updating data bases for information such as mailing lists, contact lists and various client information, providing information as required from files
- Organizing appointments, meetings and travel arrangements for staff as required
- Monitoring and purchasing of office supplies as required including kitchen and cleaning supplies
- Administrative functions including accounts payable
- Assist with location event planning such as company lunches
- Others tasks as assigned by Operations Manager
- Work in compliance with the Occupational Health and Safety Act and Regulations and the Company Health and Safety Roles and Responsibilities. Promote Power Precast’s safety vision.
- Ensure that the office and all office equipment are clean and properly maintained.

**PRIMARY INTERACTIONS**
- Reports to the Operations Manager, with interactions that include customers, sales representatives, various head office personnel and plant personnel.

**EDUCATION and EXPERIENCE**
- Post-Secondary degree in Business / Office Administration or equivalent employment experience.
- Minimum two years office administration experience

**COMPETENCIES AND ABILITIES**
- Strong interpersonal and communication skills
- Strong judgement and organizational skills
- Ability and flexibility to change and to multitask
- Strong customer orientation
- High attention to detail
- Ability to achieve success and generate results both on their own as well as through teamwork
- Proactive thinker, positive attitude and self-starter
- Strong Computer skills in

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