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Administrative Coordinator

2 months ago

Ottawa, Ontario, Canada David Joseph & Company Full time
Administrative Assistant Job Description

At David Joseph & Company, we are seeking a highly organized and detail-oriented Administrative Assistant to join our dynamic team. As an Administrative Assistant, you will play a vital role in supporting the Sales, Operations, and Finance teams by providing administrative assistance with various tasks.

Key Responsibilities:
  • Administrative Support: Provide administrative support to the Sales, Operations, and Finance teams, including answering inquiries, directing calls, and performing various administrative tasks.
  • Contracting and Procurement: Assist with contracting and procurement processes, including preparing quotes and coordinating with vendors.
  • Financial Tasks: Assist the Director of Finance with basic financial tasks, such as processing invoices, purchase orders, and account reconciliations.
  • Budgeting and Forecasting: Support budgeting and forecasting processes by compiling data and generating reports as needed.
  • Reporting and Data Analysis: Prepare various monthly reports, including QUR, consumption, and other relevant data.
  • Marketing and Events: Coordinate marketing events and workshops with partners and clients, including booking venues, coordinating food and refreshments, and arranging accommodations.
  • Office Coordination: Coordinate with vendors, such as building landlords, parking, mail couriers, phone, and internet companies.
  • Record Keeping: Maintain accurate records and files, both electronic and hard copy, including rotating files after fiscal YE and organizing AR/AP files.
  • Office Supplies and Maintenance: Oversee office supplies inventory and procurement, ensuring adequate stock levels at all times, and maintain a clean and organized office environment.
  • Communication and Distribution: Support the Sales and Marketing teams with communication distribution, tracking, and creating and sending marketing materials as required.

Requirements:

  • Canadian Federal Government Security Clearance: Ability to obtain a Canadian Federal Government security clearance.
  • Administrative Experience: Proven experience in an administrative role, preferably in a corporate environment.
  • Organizational Skills: Strong organizational skills with the ability to multitask and prioritize workload effectively.
  • Communication and Interpersonal Skills: Excellent communication and interpersonal skills, with the ability to interact professionally with individuals at all levels.
  • Technical Skills: Proficiency in Microsoft Office suite and other relevant software applications.
  • Attention to Detail: Attention to detail and accuracy in all tasks.
  • Confidentiality: Ability to maintain confidentiality and handle sensitive information with discretion.