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Administrative Assistant

2 months ago

Calgary, Alberta, Canada UpSourced HR Full time
Job Description

UpSourced HR is seeking a highly organized and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will be responsible for providing exceptional customer service and administrative support to our clients and internal teams.

Key Responsibilities:
  • Greeting and Welcoming: Greet and welcome visitors, ensuring a positive first impression and enhancing the client experience.
  • Directing Visitors: Direct visitors to the appropriate person and office, ensuring company efficiency and client satisfaction.
  • Communication: Answer, screen, and forward incoming calls, providing basic information when needed.
  • Office Security: Maintain office security by following safety procedures and controlling access via the reception desk.
  • Clerical Duties: Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing.
  • Mail and Deliveries: Handle daily mail and deliveries, including sorting and distribution to the appropriate recipients.
  • Office Maintenance: Maintain cleanliness and orderliness of the office.
  • Support Services: Provide general support to clients, visitors, and employees, including administrative and logistical assistance.
  • Scheduling: Manage and maintain schedules, including arranging appointments, meetings, and travel arrangements.
  • Data Entry: Perform data entry tasks, maintain and update databases, and keep records organized and easily accessible.
  • File Management: Organize and maintain physical and digital files, ensuring that documents are properly filed and easily retrievable.
  • Office Supplies: Order office supplies, equipment, and inventory, coordinating maintenance and upkeep as needed.
  • Event Preparation: Provide assistance in organizing and preparing materials for meetings and events.
  • Financial Tasks: Assist with basic financial tasks such as submitting invoices, expense reports, and reimbursements.
  • Errands: Complete errands as requested, such as picking up supplies or lunch for meetings.
  • Office Closure: Ensure the office is properly closed and locked each day.
  • IT Support: Ensure printers and other IT items are working properly.
Requirements:
  • Education: High school diploma or equivalent.
  • Experience: Experience in administration, reception, or a related position.
  • Skills: Strong organizational and time-management skills, ability to multitask and prioritize tasks in a fast-paced environment, excellent verbal and written communication skills, attention to detail and accuracy, ability to maintain confidentiality and handle sensitive information.
  • Certifications: Clean Criminal Record check, valid Driver's license.