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Administrative Assistant

3 weeks ago

Halifax, Nova Scotia, Canada Ainsworth Inc Full time

If you thrive in a team-oriented workplace that challenges your skills, to drive your career development, embraces diversity and rewards innovation, with competitive pay and great employee programs, join the Ainsworth
(a GDI company)
team today
Job Summary
The basic function of the Administrative Assistant is to perform a wide variety of responsible and multifaceted administrative and data entry duties and to provide information and assistance to customers as required and escalate accordingly. Perform administrative and office support activities for multiple departments. Duties may include receiving and directing visitors, word processing, filing, etc. Extensive software skills are required, as well as Internet research abilities and strong communication skills.

Key Responsibilities

  • Data entry and clerical duties as required and provide administration support
  • Take care of office plants for team
  • Email follow ups as requested by Branch Administrator
  • Sending office memos/ proof reading as required
  • Sending Vendor forms for New Vendor set up
  • Updating email distribution/directory lists
  • Sending out UKG and searching for JDE numbers to send to each employee
  • Monitoring inventories (office supplies, kitchen, uniform etc) and coordinating with Branch Admin on what needs to be ordered.
  • Assisting with obtaining information required for payment of invoices
  • Track Purchasing Card activity, logging, and making new PCard requests
  • Track monthly re-occurring payments/memberships
  • Support Health and Safety department as needed
  • Create and send expense Reports when required
  • Assisting in Shipping and Distribution as needed
  • Assist in the distribution and tracking of uniforms to technicians
  • Back up bank deposits
  • Assisting the Branch Administrator as needed
  • Certificate of Insurance – coordinating with head office for COIS as needed
  • Assisting in Project PO creation/distribution as needed
  • Assisting in invoice coding and Tap reconciliation
  • Facilitating Helpdesk requests
  • Assist in Streamlining/improving implementing new administration processes.
  • Process customer MC payments as required
  • Event planning/Catering and coordination (birthdays, holidays, meetings, etc.)
  • Uniform tracking and dispensing
  • Keeping files (electronic and physical) up to date
  • Distributing/handling mail for team
  • Perform other duties as assigned by Management

Qualifications

  • College Diploma or certification or combination of relevant training courses
  • Computer skills required – Intermediate knowledge of Word, Excel, Outlook, PowerPoint
  • Typing skills min. 50WPM
  • Excellent verbal and written communications skills (both English and French)
  • Strong administration and record-keeping skills
  • Basic accounting/business math skills
  • Data entry skills
  • Strong organizational and interpersonal skills; self-motivated, self-sufficient and discreet
  • Good sense of team spirit

Why work at Ainsworth (a GDI company)?
Benefits
Ainsworth (a GDI company) is growing at an unprecedented rate and to help attract and retain top talent, we provide benefits on your first day with us. We offer a wide variety of benefits including the following:

Benefits:
Comprehensive health, dental and medical benefits, including wellness supports, RSP matching and generous vacation

Rewards:
Service milestones and peer recognition plus Employee Discounts and Incentives

Flexibility:
Hybrid working models, where applicable

Diversity:

An inclusive organization that embraces diversity and belonging; work in a great team atmosphere with future potential for promotion within company

While we appreciate all applications we receive, we advise that only candidates under consideration will be contacted.

Ainsworth (a GDI company) is committed to building a diverse and inclusive workplace. Qualified designated group members are encouraged to apply as any reasonable accommodation of qualifications will be considered as per our Accommodation Policy, available upon request.

Ainsworth (a GDI company) is an integrated multi-trade company, offering end-to-end services and solutions for all asset maintenance and refurbishment requirements of our customers. We are continually striving to create better and more advanced products as well as provide the highest quality service. We are rapidly growing and need talented professionals to help drive our vision at becoming the best multi-trade company in the country
Join us…. Make a difference
.