Administrative Assistant

**Administrative Assistant**: Union Benefits is Canada's only third-party administration company owned and built by the union trust funds we work for. For 38 years, Union Benefits has been leading the way when it comes to supporting multi-employer union trusts in Canada. We deliver innovative and market-leading member pension, health benefit, vacation pay, supplementary unemployment benefit, and productivity bonus plans programs and services on an "at-cost" basis for our clients. We believe our purpose is to support the health, wellness, and financial wellbeing of our union members and their families. The Administrative Assistant plays a critical role in contributing to this purpose by providing direct support to all departments within the Company and setting the standard for service excellence for all staff, members, and clients. **Primary Responsibilities** - Answer the phone in a timely and professional manner and direct calls to the appropriate department/person. - Pick up incoming mail, open, sort, and deliver sorted mail on a daily basis. - Prepare outgoing mail (collect, seal, stamp) and take outgoing mail to the mailbox before 5:00 pm. Occasionally Registered mail will need to be taken directly to the post office. - Receive and prepare outgoing courier packages. - Maintain office equipment, including postage meter readings; call for repairs & maintenance. - Filing of sensitive client information and other internal records in support of multiple departments within the Company. - Maintain inventory of office supplies and re-order as required (i.e., printer cartridges, paper, envelopes) - Prepare and mail out information packages for individual members of our benefit plan. - Work with the Union Local (client) office administration staff to support their efforts as they also provide support to their members. - At times, the proprietary database help with the entry/maintenance of benefit plan members' information. - Process weekly Supplemental Employment Benefit (SUB) cheques, Optional Vacation Pay cheques, and Productivity Bonus cheques when required. - Support the Operations team members during their Vacation or various other times as required. - Perform data entry activity into the online remittance tool (DCT) and the WINUBPS system (proprietary database) as required. - Improve, develop, and maintain support systems and administrative practices within the operations department and/or other areas. - Work collaboratively with other departments to ensure issues are openly communicated and addressed in a timely fashion. **Experience, Skills, and Education**: - Minimum 2+ years of client service and working experience in an office environment. - High school Education. - Pleasant telephone manner with an ability to handle clients with empathy and patience. - Excellent verbal and written communication skills. - A self-starter with the ability to work independently and prioritize competing tasks in an ever-changing workflow environment. - Organized and able to plan daily activities to ensure timely completion of required daily tasks. - The ability to handle problem-solving with confidence and perseverance. - Accurate and efficient - Good working knowledge of Microsoft Office is required. - Willingness and ability to learn new processes and business concepts. - A team player with a positive attitude who recognizes the need to work collaboratively with different departments within the Company to ensure our clients' needs are met. Please note that this position is fully in-office - 9-5 Monday-Thursday, 9-4 Friday - and does not qualify for our hybrid working format. If you want to work in a positive, challenging, and safe environment where your contributions are valued, please send us your resume Union Benefits is committed to creating an accessible environment for our employees and potential employees; we will attempt to make appropriate accommodations throughout the entire recruitment process. If you require accommodation, please advise us. **Job Types**: Full-time, Permanent **Salary**: From $1.00 per hour **Benefits**: - Casual dress - Company events - Company pension - Dental care - Extended health care - Life insurance - On-site parking - Paid time off - Vision care Schedule: - Monday to Friday Supplemental pay types: - Bonus pay Ability to commute/relocate: - Waterloo, ON N2V 2C9: reliably commute or plan to relocate before starting work (preferred) **Education**: - Secondary School (preferred) **Experience**: - Administrative experience: 1 year (preferred) - Customer service: 2 years (required)