Administrative Operations Specialist
3 weeks ago
Job Overview
Paper Excellence invites applications for an Administrative Assistant to join our team at the Richmond Head Office. Reporting to the Corporate HR Manager, this role will provide vital support to staff and ensure the smooth operation of office activities.
Key Responsibilities
- Ensure the organization and tidiness of the office mail room
- Receive and process incoming parcels and couriers from various mail carriers
- Plan, schedule, and coordinate meetings, as well as book meeting rooms
- Prepare, edit, and distribute correspondence, memos, letters, and forms
- Operate the head office switchboard, direct calls as necessary, and provide exceptional customer service
- Assist in preparing regularly scheduled reports
- Prepare travel request forms, book travel arrangements, and reconcile expense reports
- Order office supplies, business cards, and other essential materials
- Prepare invoices, payment application forms, and track payment status
- Maintain the cleanliness of all meeting rooms
- Set up and dismantle meeting rooms as required
- Prepare documents for approval and track their status
- Offer administrative support to various departments as needed
- Manage building access cards and the pay parking system
- Maintain the filing system
Requirements
- Professional demeanor and strong customer service and interpersonal skills
- Excellent written and verbal communication skills
- Team player with the ability to interact with all levels of the organization
- Ability to work independently with minimal supervision
- Strong willingness to help all departments
- Ability to learn different programs, processes, and protocols
- Excellent organizational skills, with the ability to prioritize and meet deadlines
- Attention to detail
- Knowledge of office management systems, such as Microsoft Office and Outlook
- Excellent time management skills and the ability to multitask and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficiency in MS Office
- At least 1 year of experience in an administrative or receptionist role
- Administrative/Receptionist Certificate or college degree considered a strong asset
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