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Administrative Assistant

3 weeks ago

Calgary AB TH C, Canada ESW - IT Business Advisors Full time

About ESW – IT Business Advisors

ESW-IT is an established IT Consulting Firm providing end-to-end IT services and solutions to small, mid-sized, and enterprise businesses. At ESW-IT, we are focused on helping clients achieve their goals to drive strategic business value from IT. By combining our industry experience, technical expertise, proven implementation methodologies with the right infrastructure and tools — we can decrease costs and complexity and increase IT innovation. ESW-IT proudly promotes its Core Values of Courageous Spirit, Servant Heart, and Fun Attitude

Our Core Values

To create our core values, ESW invited Co-Workers to outline values important to them personally. This feedback was then finalized into ESW Corporate Values.

  • Courageous Spirit - Intentionally moving forward while persevering in a positive manner.
  • Servant Heart - Willingness to put others ahead of us while fostering fellowship with co-workers, clients, vendors and community.
  • Fun Attitude - Approaching our lives in a way which encourages excitement, passion and enjoyment.

This position reports to the VP Operations.

Position Highlights

  • Location: Calgary
  • Permanent, Full-time, on-site role
  • Hours: Monday-Friday 8 am – 5 pm (occasional overtime may be requested)

Primary Focus

This position will support the Calgary office administration, as well as the corporate finance and procurement, and multiple departments with administrative support for various business functions and initiatives.

This position will be responsible for the day-to-day administrative operations of the Calgary office including front office reception, liaison with building management, Alarm and security systems, and maintaining guest services and facilities.

This position will provide support to the Finance and Procurement business functions through order processing and shipping and receiving.

This position will also support Co-workers by providing support and planning for fun committee activities.

Job Description

Scope - Office Administration

Greet visitors and co-workers in a professional manner and ensure they are fully supported

Assist co-workers, couriers and delivery personnel with mail, packages, and tracking if required

Assist with coordination of fleet vehicle safety and mechanical issues; communication, triage, and provide consistent follow-up with Fleet Manager

Assist in facilitating/planning office team-building events

Help in ordering and logistics surrounding marketing materials and various co-worker events (such as birthday, condolence, Christmas, etc.)

Track office keys, assign and cancel alarm codes, and manage building access accounts

Order stationery and office supplies including business cards

Co-ordinate groceries, coffee supplies, and sundries for office kitchen and Boardroom areas as required

Assist co-workers with scheduling and booking of training, and tracking of completed training, including safety training

Assist co-workers with travel and accommodation bookings

Ensure proper maintenance and cleaning of the office, by working with landlord, alarm company, janitors, waste management company, electrician, plumber, locksmith, etc.

Support the fun committees with corporate and local social events

Other duties as assigned

Scope – Supporting Finance and Procurement team

Create quotes and place orders using industry specific software: ConnectWise Sell & ConnectWise

Confirm delivery & receive items for all internal ESW locations using ConnectWise

Update ConnectWise PO's & sales orders to be invoiced

Physically receive hardware at Calgary office

Order stock for ESW locations

Maintain/Add Products in ConnectWise by updating status, product types and class when necessary

Process monthly reporting as appropriate

Enter stock usage for all locations

Action requests from procurement ticketing board and ensure tickets are kept up to date

Assist with inventory counts and controls

Knowledge, Skills and Experience Required

Post-secondary education is preferable (Office Admin, Procurement).

Some accounting and financial admin experience is required

Knowledge of the print industry (hardware and supplies) is an asset

Alternatively, an appropriate combination of education and experience may be considered

Excellent verbal and written English skills, including facilitation when required

Client-focused with excellent client service skills, with a strong passion for supporting our co-workers

Experience with Microsoft Office and other software and an interest in learning new applications as required

Ability to support and work with all co-workers, including executive management, as well as vendors and customers

Ability to work independently and as part of a team in a fast-paced environment

Work efficiently under pressure and remain calm in stressful circumstances

Good organizational and strong prioritizing skills are required

High ethical standards and trustworthy

Strong problem-solving and good advisory skills

Asset

Experience with Procurement in the Print or IT industry would be an asset.

Working Conditions

  • Fast-paced office work environment
  • Prolonged periods of sitting and working at a desk
  • Some lifting, up to 40 lbs. and physical activity during inventory counts may be necessary
  • The successful candidate must comply with the safety standards of ESW and/or its clients

Contacts

  • Daily contact with many ESW Co-workers
  • Regular contact with vendors and clients as part of supporting the AP/AR cycles

Reporting Relationships

  • No co-workers report to this role
  • This role will report to the VP Operations

To Apply: Click here to apply through BambooHR or copy this link into your browser:

Please provide a cover letter, kindly include:

  • Where you saw this position advertised
  • If you were referred to this position, the name of the ESW co-worker who referred you.

We welcome applications form all qualified individuals. Please note that to be considered for this role, candidates must have legal authorization to work in Canada. We are unable to sponsor work permits or visas for this position.

Background checks and other assessments are conditions of employment.

To view all our job postings, visit our website