Administrative Coordinator

4 weeks ago

Richmond Hill, Ontario, Canada Rubinza Inc. Full time
Job Summary

Rubinza Inc. is seeking an experienced Administrative Assistant to join our team. As an Administrative Assistant, you will be responsible for providing administrative support to our team, ensuring the smooth operation of our office.

Key Responsibilities
  • Coordinate the flow of information within the team, ensuring timely and accurate communication.
  • Direct and control daily operations, prioritizing tasks and managing multiple projects simultaneously.
  • Open and distribute mail and other materials, maintaining a well-organized and efficient office environment.
  • Record and prepare minutes of meetings, seminars, and conferences, providing a clear and concise summary of discussions and decisions.
  • Determine and establish office procedures and routines, ensuring compliance with company policies and procedures.
  • Schedule and confirm appointments, managing calendars and coordinating travel arrangements.
  • Answer telephone and relay telephone calls and messages, providing excellent customer service and ensuring prompt response to inquiries.
  • Answer electronic enquiries, responding to emails and other digital communications in a timely and professional manner.
  • Order office supplies and maintain inventory, ensuring a well-stocked and efficient office environment.
  • Arrange travel, related itineraries, and make reservations, coordinating logistics and ensuring smooth travel arrangements.
  • Greet people and direct them to contacts or service areas, providing a warm and welcoming experience for visitors.
  • Provide customer service, responding to inquiries and resolving issues in a professional and courteous manner.
Computer and Technology Knowledge
  • Proficient in Google Docs, MS Excel, MS Outlook, MS PowerPoint, and MS Word.
  • Familiarity with database software and MS Access.
Work Conditions and Physical Capabilities
  • Ability to work independently, with minimal supervision.
  • Work under pressure, meeting tight deadlines and prioritizing tasks effectively.
  • Attention to detail, ensuring accuracy and precision in all tasks and responsibilities.
Personal Suitability
  • Ability to multitask, managing multiple projects and responsibilities simultaneously.
  • Flexibility, adapting to changing priorities and deadlines.
  • Judgement, making informed decisions and taking calculated risks.
  • Organized, prioritizing tasks and managing time effectively.
  • Team player, collaborating with colleagues and contributing to a positive and productive team environment.
  • Accurate, ensuring precision and attention to detail in all tasks and responsibilities.
  • Client focus, providing excellent customer service and ensuring prompt response to inquiries.
  • Reliability, meeting deadlines and delivering high-quality results.
  • Time management, prioritizing tasks and managing time effectively.
  • Adaptability, adapting to changing priorities and deadlines.
Workplace Information
  • Hybrid work arrangement, with a mix of remote and in-office work.
  • Permanent full-time position, with a 30-hour workweek.
  • English language proficiency required.

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