Administrative Assistant

**Only those who complete our company assessment will be analyzed for the position**:
At the Floral Express the Receptionist is the “face” of the company and holds an important role where friendliness and cheerfulness is an obligation in making that first impression with customers and suppliers. The receptionist must believe in and support the company’s vision of becoming the leading floral wholesaler in Ontario and beyond. The receptionist must have exceptional organizational skills and have the ability to prioritize as the nature of this job often requires multi-tasking. She/he must have exceptional listening skills and be willing to answer each request through outstanding service etiquette and helpfulness, satisfying each request, solution based.

At the Floral Express, our goal is to provide our employees with an enjoyable workplace environment while fulfilling their career and financial aspirations in line with their responsibilities and contribution to the Company’s success.

Receptionist/Office administrator Role.
- Reception
- Office administration
- Financial management assistant

**Duties and responsibilities**
- **Reception**
- Answer general phone inquiries using a professional and courteous manner
- Direct phone inquiries to the appropriate staff members
- Reply to general information requests with the accurate information
- Greet clients/suppliers/visitors to the organization in a professional and friendly manner
- Keep Reception area tidy and maintained.
- Keep supply room tidy
- Opening office procedures & closing procedures daily
- Laminating/printing for staff when needed.
- **Office administration**
- Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
- Prepare and send outgoing faxes, mail, and courier parcels
- Forward voice mail from the general mailbox to the appropriate staff member
- Purchase, receive and store the office supplies ensuring that basic supplies are always available
- File material according to the established procedures in a timely manner
- Provide secretarial and administrative support to Accounting Specialist and other staff
- Perform general tasks as required for senior staff
- Get & sort mail from the mailbox daily.
- Ability to work the phone software system for transferring lines where needed.
- Preparing Border paperwork on Monday’s
- **Assist with Accounting management**
- Use computer software to prepare invoices and statements as required
- Receive and confirm all Statements, correcting all errors/omissions, following up with source to ensure accuracy
- Compile invoices posting to A/P, reporting all discrepancies to source, ensuring corrected material is obtained
- File financial material according to established records management procedures
- Process accounts payable ensuring timeliness and accuracy of information as required
- Process accounts receivable ensuring timeliness, accuracy as required
- Assist with financial reports as required
- Weekly data input for IFTA (International Fuel Tax Association)
- Accounting for other combined companies where needed.

**Supervisory Responsibilities**

None

**Qualifications and Skills**
- High School Diploma
- Post-secondary education in business, computers, or office management is an asset
- Strong organizational skills and detail oriented.
- Punctual quality penmanship and willingness to correct mistakes quickly
- Excellent verbal and written communication skills
- Team driven but able to work independently when required.
- Valid G driver’s license
- Personality traits
- cheerful, friendly, helpful, enthusiastic, confident

**Working Times and Location of Work**
- Monday to Friday
- 8am to 5pm each day
- Saturdays off. Must be able to work occasional Saturday around major floral holidays
- Sales office is located in the main office on Curries Rd in Woodstock
- 36-42 hours a week
- Hours may vary depending on day or workload.

**Job Types**: Full-time, Permanent

**Salary**: $17.00-$22.00 per hour

**Benefits**:

- Casual dress
- On-site parking

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Woodstock, ON: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)