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Administrative Support Specialist

2 months ago

Aurora, Ontario, Canada Farm Boy Full time

About Farm Boy

Farm Boy is a company that is passionate about creating a unique fresh food shopping experience for all. We are committed to delivering on our commitments and providing exceptional service to our customers and team members.

Job Summary

The Administrative Assistant will play a key role in supporting the retail team by performing various administrative and clerical duties. This includes assisting with department inventory, uniforms, and office/store supplies, as well as maintaining confidential store-level files.

Key Responsibilities

  • Assist with department inventory, uniforms, and office/store supplies
  • Maintain confidential store-level files
  • Assist with recruitment administration in SmartRecruiters, including screening candidates and scheduling interviews
  • Prepare and present new hire documents, including participating in orientations
  • May be required to assist with payroll functions, including timecard corrections and reporting
  • Log invoices and ensure corresponding paperwork is attached
  • Coordinate with Finance and Store Manager regarding queries on invoices
  • Contact employees regarding schedule changes
  • Provide assistance with the organization and maintenance of the employee Training Master
  • Print, post, collect, and file SOPs, sweep logs, high-touch sanitation sheets, and Covid screening logs
  • Ensure scheduled periodic reporting is sent out on time and accurately
  • Assist with ad hoc requests, such as preparation of name tags and assisting employees with locker information
  • Assist employees with filing expense reports, secure necessary approvals, and submit for reimbursement
  • Coordinate meetings for Store Manager/Regional Director/Vice President and take minutes when required
  • Maintain confidentiality of sensitive information and share with appropriate stakeholders
  • May be requested to undertake other related duties to support our stores

Qualifications

  • Typically requires completion of a post-secondary education with an emphasis in Office Administration, plus a minimum of 2 years related experience or an equivalent combination of education and experience
  • Above-average interpersonal and communication skills, both oral and written
  • Superior customer service skills, with the ability to handle complaints and communicate calmly and professionally
  • Advanced proficiency with Microsoft Excel, Word, PowerPoint, and Outlook
  • Superior time management and organizational skills, with keen attention to detail
  • Positive, team-oriented attitude, and ability to work with minimal supervision and solve problems
  • Ability to handle confidential materials in a sensitive and appropriate manner
  • Reliable, responsible, and adaptable to change and learning new tasks
  • Fluency in both official languages would be considered an asset
  • Able to work a flexible schedule, including nights, weekends, and holidays as required

Work & Sensory Environment

  • Providing service to several people or departments, working under many simultaneous deadlines
  • Performing extensive and repetitive data entry
  • Sitting for long periods of time at a workstation
  • Possible exposure to eye strain from computer terminals
  • Exposure to distractions caused by open office noise and frequent interruptions

Additional Information

Accommodation is available upon request for applicants and employees with disabilities.