Office Administration Specialist

1 month ago

Richmond, British Columbia, Canada Coca-Cola Canada Full time

Overview of the Role

The Office Administration Specialist plays a crucial role in providing comprehensive administrative assistance to the General Manager, with a focus on supporting the sales team and managing office operations. Key responsibilities include organizing meetings, preparing sales reports, and handling mail distribution. This position requires responding to inquiries from employees, visitors, vendors, and the general public while managing phone line messages. Additionally, the Office Administration Specialist contributes to the financial and operational analytics of the organization, ensuring timely preparation of sales and financial reports, managing Accounts Payables and Receivables through SAP, and creating PowerPoint presentations.

Key Responsibilities

  • Execute complex administrative project assignments efficiently.
  • Maintain various departmental databases and lists with accuracy.
  • Uphold strict confidentiality regarding sensitive information.
  • Develop and input data into spreadsheets for tracking purposes.
  • Prepare and manage presentations, detailed reports, and confidential correspondence.
  • Foster relationships with customers and maintain both internal and external communications.
  • Coordinate meetings and travel arrangements, while managing the department calendar.
  • Oversee expense report submissions and approvals.
  • Administer specific programs, projects, and processes relevant to the operational unit.
  • Document meeting minutes and action items as required.
  • Create accounts and manage pricing and ordering processes.
  • Implement price adjustments using the Price Deviation Request (PDR) tool.
  • Generate various tracking reports and spreadsheets.
  • Address miscellaneous administrative requests as needed.
  • Monitor customer marketing expenditures.

Required Qualifications

  • 2 - 3 years of proven experience in an office administration or executive assistant capacity.
  • Demonstrated ability to coordinate multiple projects effectively.
  • Proficient in Microsoft Office Suite (MS Word, Excel, and PowerPoint).
  • Excellent phone etiquette and customer service skills.
  • Bilingual proficiency in French and English is essential.
  • Familiarity with SAP is considered an asset.

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