Administrative Assistant

**Driving Business Outcomes with Technology**

Broadview Networks helps organizations improve productivity through the implementation and support of technology while Broadview Academy improves staff productivity by helping people use the technology. With both a downtown and Taylor Avenue location in Winnipeg, we take pride in our outstanding response record for both remote and onsite support. Being awarded a Manitoba Top Employer for 2021 speaks to the priority we put on people; our staff and our customers come first. As an employer, we are committed to creating a workplace that is inclusive, diverse, and equitable.

**Broadview Networks is a Social Purpose Innovator Company**

We exist to foster an equitable workforce to deliver secure solutions with a low-carbon footprint.

**Purpose of Position**

To deliver a superior customer experience with regular back-up coverage for a variety of Administration team members including our Training Assistant, Purchasing Assistant, Receptionist, Scheduling Assistant, Sales Assistant, Billing Assistant, and Admin. Assistants. Coverage would extend to both our Winnipeg locations.

**Department**

Training & Administration

**Division**

Administration

**Work Location**

Broadview Networks
- Taylor Office

Broadview Academy
- Lombard Office as needed

**Work Hours**

Monday to Friday 8:30am to 5:00pm CST

**Reports To**

Office Manager / Manager, Training & Administration / Director, Training & Administration

**Direct Reports**

None

**Work Experience**

Mid-Level

**Minimum Work Experience**
- 2 to 5 years' experience in an administrative role.
- Experience in a Purchasing role is an asset.
- Experience with Agreement/Contract Management would be an asset.
- Experience with invoicing and billing would be an asset.
- Experience with a Customer Relationship Management (CRM) Tool would be an asset.
- Experience with Microsoft Teams would be an asset.
- Experience with Microsoft 365 & SharePoint would be an asset.

**Education Requirements**
- High School Diploma
- Completion of a one-year administrative certificate or diploma would be an asset.
- First Aid Certification would be an asset.

**Job Role Responsibilities**

You will be needed to divide you time between Reception, Purchasing, Sales, Billing, and Managed Services as required. Some tasks will be fixed schedules, some will be
daily monitor and clean-up tasks, and some will be done as required. Scheduling and coordination with your manager is essential.

Example of Tasks that you would assist with and provide backup coverage:
Reception/Admin:

- Answering and routing incoming switchboard calls, answering questions, directing people to appropriate resources.
- Receiving and processing customer payments, recording payments in accounting system, CRM.
- Coordinating meetings both onsite and virtual, arranging catering, creating documents, agendas, and ensuring all resources are available, scheduled, and setup.
- Ensuring meeting rooms are presentable, cleaned and organized prior to visitor appointments.
- Assisting with data entry and database maintenance, updating and maintaining files, data entry.
- Assisting in coordination of company customer events including setup, registrations, scheduling and arranging catering.
- Assisting in coordination of company team building and community initiatives.
- Coordinating and maintaining kitchen supplies and supply room inventory.
- Ensuring reception, kitchen and other common areas are clean and organized.
- Providing clerical and administrative support to various teams, when required.
- Participating in the Weekly Department meeting.
- Providing Critical Coverage to ensure Front Desk Staffing.
- OPSP Lifecycle Tasks.

Purchasing Tasks:

- Prepares purchase orders by verifying specifications and price.
- Procures purchased items by forwarding orders to suppliers; monitoring and expediting orders.
- Verifies receipt of items by comparing items received to items ordered; resolves shipments in error with suppliers.
- Update computer systems with estimated delivery dates, tracking numbers and order status.
- Provide general exceptional customer service and completed all clerical duties required.
- Process any transfers and returns to vendor (RMA).
- Maintain products in our computerized inventory system for proper setup and classification.
- Conduct and schedule cycle counts, ensure proper locations are established for inventory items, review asset specifications for inventoried items
- Providing Critical Coverage to ensure daily Purchasing Staffing.

Training Tasks:

- Assist internal departments as required with cancellations, re-scheduling, registrations, and transactions.
- Process Training Centre students include checking-in, seating, and preparation of classroom and welcome signage.
- Manage and maintain the Course Ticket Lifecycle tasks for all ongoing courses.
- Coordinate inventory of current courseware on hand, and instructor manuals for loan.
- Coordinate and update th