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Administrative Support Specialist

2 months ago

Vaughan, Ontario, Canada A.J. Stone Company Ltd. Full time
Receptionist/Administrative Assistant

We are seeking a highly organized and detail-oriented Receptionist/Administrative Assistant to join our team at A.J. Stone Company Ltd. in Vaughan, Ontario.

Key Responsibilities:
  • Manage the main phone lines, responding to inquiries, transferring calls, taking messages, and providing accurate information in person, over the phone, or via email.
  • Greet and welcome customers, assisting their requests or directing to the appropriate personnel.
  • Ensure reception areas are clean, organized, well-stocked, and presentable at all times.
  • Handle incoming and outgoing mail, including sorting and distributing to appropriate personnel.
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:
  • Provide a bridge for smooth communication between customers and internal departments, ensuring customer inquiries are addressed in a timely manner.
  • Assist with drafting and proofreading correspondence, ensuring clear and consistent communication with customers and team members.
  • Respond to general email inquiries, distribute emails to the appropriate team members, and maintain professionalism in all communications.
  • Build and maintain positive relationships with internal and external stakeholders.
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.

Requirements:

  • College diploma in office administration, business administration, or an equivalent field.
  • At least two (2) years of experience in a receptionist or administrative assistant role.
  • Highly proficient in Microsoft Office 365, particularly Outlook, Word, and Excel.
  • Experience with electronic calendar management, Adobe Acrobat, and familiarity with Customer Relationship Management (CRM) systems or Enterprise Resource Planning (ERP) software, such as Spire.
  • Knowledge of virtual communication tools like MS Teams, Zoom, and WebEx.
  • Strong organizational and multitasking abilities.
  • Excellent written and verbal communication.
  • Professional phone etiquette.
  • Ability to interact effectively with internal and external stakeholders.
  • Prioritization of urgent tasks and efficient time management.
  • Accuracy in data entry, invoicing, and maintaining records.
  • Critical thinking skills to resolve customer inquiries and issues quickly and efficiently.
  • Independent decision-making in handling day-to-day tasks and prioritizing work.
  • Friendly, positive attitude, professional, and approachable demeanor when interacting with customers, vendors, and team members.
  • Diplomacy in handling sensitive or challenging conversations and situations.

A.J. Stone Company Ltd. offers a competitive salary and benefits package.