Business Operations Assistant

4 weeks ago

Vaughan, Ontario, Canada J Dass Full time

Company Overview:

J Dass is a proudly Canadian family-owned enterprise with over three decades of experience in the metal, construction, development, real estate, hospitality, and retail sectors. Founded on the principles of hard work and exceptional customer service, J Dass has evolved from a modest retail operation into a significant player in industrial and commercial development, including hotels, banquet facilities, and residential high-rises. For more information, please visit our website.

Position Overview:

We are seeking a dependable Administrative Support Specialist who will manage various administrative duties, ensuring that our team operates smoothly and efficiently. The ideal candidate will possess a strong work ethic, meticulous attention to detail, and the ability to prioritize tasks while working independently. This role is essential for maintaining the seamless operation of our offices and supporting our growth initiatives.

Key Responsibilities:
  • Coordinate office activities and ensure compliance with company policies to enhance operational efficiency.
  • Oversee administrative staff and delegate responsibilities to optimize performance.
  • Manage schedules, travel arrangements, and appointments.
  • Handle phone calls and correspondence, including emails, letters, and packages.
  • Maintain and update records and databases related to personnel, finances, and other essential data.
  • Monitor office supply inventory and place orders as needed.
  • Prepare timely reports and assist in creating presentations and proposals.
  • Provide support to colleagues as required.

Reception and Administrative Duties:

  • Welcome and direct visitors and clients, addressing their inquiries professionally.
  • Screen and transfer phone calls as necessary.
  • Organize meetings, travel, and events.
  • Support company operations by maintaining office systems and supervising staff.
  • Ensure the smooth operation of office services by managing mail, correspondence, and filing systems.
  • Establish procedures for record retention, protection, retrieval, transfer, and disposal.
  • Design and implement office policies, measuring results against established standards.
  • Schedule and assign tasks to employees, following up on outcomes.
  • Maintain records of regular maintenance and inform relevant departments.
  • Coordinate interviews for shortlisted candidates and manage scheduling.
  • Keep reception and meeting rooms well-maintained.
  • Act as a liaison among various professionals within the office.

Qualifications:

  • Demonstrated experience in administrative or office support roles.
  • Familiarity with office management systems and procedures.
  • Excellent time management skills with the ability to multitask and prioritize effectively.
  • Strong attention to detail and problem-solving capabilities.
  • Outstanding communication and interpersonal skills.
  • Proficient in written and verbal communication.
  • Strong organizational and planning abilities.
  • A minimum of 2 years of relevant experience.
  • High school diploma or equivalent; a college degree is preferred.
  • Experience in a specific industry is a plus.
  • Proficient in Microsoft Office Suite and various phone systems.

Work Schedule: Full-time, permanent position from 8 am to 5 pm.

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