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Office Assistant

3 weeks ago

Mississauga, Canada Lodige USA Inc. Full time

**Benefits**:

- Dental insurance
- Health insurance
- Training & development
- Vision insurance

**About**
The office assistant is responsible for providing comprehensive administrative and office management support to ensure efficient operations and workflow. This role oversees all aspects of the office environment, including administrative processes, service coordination, client, and team member relations.

**Duties**
- Coordinate administrative schedules and office meetings
- Maintain vacation/ holiday schedules
- Develop and oversee a cleaning schedule for the office
- Assist administrators in implementing new office policies and procedures
- Create and maintain various records, logs, and filing systems (both physical and cloud-based)
- Order office and breakroom supplies
- Assist HR with onboarding duties for new employees
- Maintain and update the employee contact list
- Coordinate and manage travel and accommodation bookings and changes
- Coordinate and manage employee safety trainings
- Manage the company cell phone plan
- Oversee the ordering and distribution of uniforms
- Coordinate the maintenance and repair of office, and personnel equipment such as copiers, phones, and computers
- Liaise between service team and clients on day to day requests
- Create and maintain project-related documentation when requested by project managers
- Manage subcontractor insurance requirements and certificates

**Ad hoc Responsibilities**:

- Assist with marketing activities, such as writing project case studies, drafting social media posts and collating pictures and video files of completed projects
- Sales support - updating quotation documents, formatting text, responding to initial enquiries and questionnaires.
- Provide administrative support for special projects or initiatives as needed
- Support with data entry, accounting, and purchasing tasks as needed

**Essential Requirements (mandatory)**
- Experience in an office assistant or administrative role
- Excellent organizational and time management skills
- Strong written and verbal communication abilities
- Proficient in Microsoft Office Suite and other productivity software
- Ability to multitask and prioritize tasks effectively
- Customer Service oriented with a problem-solving mindset