Administrative Support

Apollo Health & Beauty Care (Apollo) is a premium developer of private label and control label health & beauty care products and leverages unique expertise and experience in developing national brand-equivalent products designed to compete equivalently with the most popular national brands. The largest private label and control label personal care manufacturer in Canada, Apollo has formidable penetration and distribution in the North American marketplace and also services customers throughout Central and South Asia, Mexico, Europe and Asia. Building on our core values of Excellence and Commitment, Apollo has established itself as a market leader that attracts the industry's top talent. We are currently searching for an energetic, motivated Administrative Support / Receptionist to join our Team

POSITION SCOPE:
The Administrative Support / Receptionist will be responsible for welcoming visitors to the company and directing them to the appropriate destination once the nature of their visit has been determined, operate the telephone console system and respond to all incoming calls in a friendly and professional manner and oversee and manage the activity in the lobby, and ensure its cleanliness and organization

RESPONSIBILITIES & DUTIES:

- Greet visitors, determine the nature of their business and direct appropriately
- Record the visitor’s name, company and person called upon
- Ensure all contractors review the Non-disclosure Agreement, Environmental, Health & Safety Policy and Contractor Safety Standard prior to permitting them entry to the facility
- Open/date mail and distribute to the various departments
- Maintain an adequate level of office supplies in stock
- Gather requests and place orders for office supplies
- Maintain and update Apollo TV
- Provide administrative assistance to management staff members as required
- Assist with preparing new hire packages, welcome announcements, birthday cake announcements, birthday cards and other HR tasks as required
- Provide Timesheet reports for temporary staffing agencies
- Request/log courier pick-ups and drop-offs
- Track contractor agreements and WSIB Clearance Certificates.
- Perform a variety of clerical duties such as writing memos, letters, filing, photocopying etc. as requested
- Back-up or Support to Executive Assistant
- Perform other duties as assigned

JOB SPECIFICATION:
KNOWLEDGE/EDUCATION/EXPERIENCE: 1-3 years’ experience in a corporate environment required; post-secondary education preferred

INTERPERSONAL SKILLS/CONTACTS: access to confidential or sensitive information; some internal interactions and/or some minor external interactions; purpose of internal/external contacts is not related to complex matters; no selling, negotiating, consulting, teaching/instructing, or advising; standard level of written and verbal communication skills required for successful job performance.

PROBLEM SOLVING/JUDGMENT: position is closely monitored and decisions follow prescribed guidelines; some minor analysis required; generally does not make recommendations or referrals; responsible for solving simple problems.

MENTAL EFFORT: requires some levels of concentration and/or attentiveness; occasional duration and/or intensity of efforts; requires some amounts of thinking, watching, listening, verifying, checking numbers, creating or designing
PHYSICAL EFFORT: occasional duration or intensity of physical effort; some occasional energy required in terms of standing, walking, lifting, keyboarding, pushing, pulling, sitting, packing, assembling, bending or twisting; includes some fine or coarse movements.

MATERIAL RESOURCES: some level of consequence and costs associated with errors as related to losses of time, money, or property; some responsibility for machinery, work aids, equipment, materials, properties, products, stock, inventory or tools.

INFORMATION RESOURCES: some level of consequence and costs associated with errors as related to losses of time, money or property; some responsibility for information and or services; limited or no access to confidential, sensitive or proprietary information.

PEOPLE/POLICIES/PRACTICES: no responsibility for people, policies or practices in terms of assigning work, development, evaluation, supervision, health and safety, performance, scheduling of work, training, coaching, or well being
FINANCIAL RESOURCES: no responsibility for financial data, money or financial transactions, financial records, expenditures, acquisition, financial analysis or risk management; has occasional or some opportunity to cause a negative impact to the organization or cause a serious consequence as a result of an error.

ENVIRONMENT: works in an office environment no exposure to dirt, dust, grease, oil, or temperature extremes; occasionally may face multiple demands or distractions; has limited or no exposure to poor ventilation or noise.

HAZARDS: limited or no exposure to chemicals, fumes or smoke; has little or unlikely potential of inju