Administrative Assistant Ii, Operations

Role impact

To support a number of management staff in administrative tasks such as but not limited to, invoice processing, file system management, typing correspondence, preparing and distributing documentation and reports, answering telephones, scheduling appointments and meetings, making travel arrangements and prioritizing workload and completing on an accurate and timely basis in order to ensure management have the relevant materials required to operate their specific areas of the business.

• Process all departmental invoices by receiving, opening, sorting, and distributing invoices to the appropriate department staff member;
  
  verify appropriate coding is applied to all invoices and send to the appropriate level of approval;
  
  
• Prepareall written documentation such as, but not limited to, correspondence, reports, statements and agreements on a timely and accurate basis by transcribing from dictated or written notes and utilizing appropriate computer software and standard formats to ensure management have all documentation needed to support their specific projects;
  
  
• Coordinate all meetings by receiving relevant information from manager, contacting appropriate parties to schedule meeting times, booking meeting rooms, preparing all meeting materials and arranging for audio‑visual equipment, flipcharts, refreshments etc. in order to ensure participants have all the information and materials required for an effective and productive meeting;
  
  
• Processall departmental mail, facsimiles and courier on a daily basis by receiving, opening, sorting and distributing incoming mail and facsimiles;
  
  ensuring all outgoing mail is properly addressed, stamped and in the mailroom on time and arranging for same‑day or overnight courier as required in order to ensure the timely and accurate distribution of departmental correspondence;
  
  
• Organize and maintain departmental filing system by ensuring all materials are securely filed on a timely and accurate basis so that documents are readily available and easily retrieved when necessary;
  
  
• Monitorand maintain departmental office supplies by checking supply storage cabinet on a monthly basis, reviewing supply requests and ordering items which need replenishing to ensure that departmental staff have the tools and equipment to perform their duties;
  
  
• Provideand maintain courteous, professional and efficient service to internal and external clients and business associates by responding to requests for information and redirecting inquiries beyond own scope of expertise in order to maintain good levels of customer service;
  
  
• Receptionist duties include receiving all incoming calls and handle all party and group bookings and visitors to the company in a timely, courteous and professional manner and either assisting the caller/visitor or redirecting the call to the appropriate party in order to ensure all callers to the Company are treated promptly, professionally and courteously in keeping CF's corporate image;
  
  
• Recommend andimplement enhancements to current procedures that will improve operational effectiveness;
  
  
• Other duties as assigned.

• A team player with strong interpersonal skills
• Strong communicator, verbal and written
• Detail‑oriented and focused on accuracy
• A multitasker, quick learner, and can work independently in a fast‑paced environment
• Excellent with time management and organizational skills
• Analytical with good problem solving skills
• Customer‑service focused
• Able to interact at all organizational levels with tact and diplomacy

• Grade 12 or equivalent;
  
  
• Certificate/diploma in Office Administration an asset;
  
  
• Minimum3 to 5 years related work experience;
  
  
• Real Estate/Property management experience an asset;
  
  
• Computer literate and fully proficient in Microsoft Word, Excel and PowerPoint;
  
  
• Solid organizational and prioritizing skills;
  
  
• Strong research and analy