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Administrative Assistant

4 months ago

PointeClaire, Canada Mircom Group of Companies Full time

Administrative Assistant 

Founded in 1991, the Mircom Group of Companies is North America’s largest independent designer, manufacturer and distributor of intelligent building and life safety solutions. Reaching customers in over 100 countries worldwide, our portfolio includes: fire detection & alarm, communications & security, mass notification, nurse call, and building automation & smart technologies.

Mircom’s mission is to save lives and protect property by providing a line-up of innovative and advanced solutions which are scalable to satisfy diverse user demands, from small buildings to the largest complexes. Our unwavering commitment to North American manufacturing enables us to offer the highest quality and best competitive value across our vast range of products and solutions.

Summary:

The Administrative Assistant is responsible for a wide variety of clerical office duties in support of company administration. This includes coordinating and communicating office activities, greeting and screening visitors in, answering and referring inbound telephone calls, and scheduling appointments. The Administrative Assistant should present a positive and professional image of the organization at all times. The incumbent should be fluent in French/English (verbal/written).

Key Responsibilities:

  • Greet and welcome guests upon arrival 
  • Respond to telephone, e-mail, and in-person inquiries from clients, business partners, and other parties.
  • Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence. Distribute all forms of correspondence to appropriate parties.
  • Refer all inquiries to the appropriate individuals, divisions, or departments across the organization. Take and record telephone, e-mail, or written messages for staff members.
  • Provide basic and accurate information to visitors and callers.
  • Support other areas of the business as required, including organizing meetings etc. (Sales, Service, Operations, Administration, and Head Office)
  • Organize, maintain, and coordinate office records (including employee and manager training records), and other files in their proper locations.
  • Keep updated records of office expenses and costs.
  • Perform other clerical Administrative Assistant duties such as filing, photocopying, transcribing, and scanning.
  • Assist in the distribution and translation of memos and other correspondence and assist in the compilation of data for various reports and draft forms, letters, reports, and memos in both English and French.
  • Maintain the reception in a tidy and presentable manner. 
  • Assist with company events.
  • Order front office supplies and keep inventory of stock.  
  • Manage interactions with cleaning staff and procurement of cleaning supplies.
  • Maintain office security by following safety procedures (monitor log book and issue visitor badges).
  • Participate as a member of the JHSC.  
Skills and Qualifications: 
  • Superior telephone manners and strong interpersonal skills.
  • Strong written and verbal skills to communicate with all levels of the organization and its executive team.
  • Minimum of one year experience in an administrative assistant or customer service or similar role.
  • Fluency in French & English (both written & verbal)
  • High School Diploma or equivalent
  • Strong customer service orientation.
  • Strong knowledge of Microsoft Office products, including Excel, Word, and PowerPoint.
  • Superior typing skills; able to write simple correspondence, including memos/letters
  • Knowledge of general office procedures e.g. printing, scanning, faxing, etc.
  • Able to maintain filing systems and basic databases.
  • Ability to maintain and handle confidential information with discretion.
  • Meticulous records maintenance skills.
  • Maintain a professional appearance, demeanor, and attitude at all times.

  What Mircom Offers:

  • A great working environment with opportunity for career advancement
  • Competitive salary
  • Group Insurance benefits
  • Company RRSP program

 

We would like to thank all applicants for their interest in this position however only those selected for interviews will be contacted.

Mircom Group of Companies is an equal opportunity employer, considering all applicants regardless of cultural origin, religion, marital status, sexual orientation, family status, disability or any other grounds set out in the Human Rights Act. Mircom is committed to providing a welcoming and inclusive working environment for all people with disabilities, with respect and dignity. Accommodations will be made available to candidates with special needs, upon request, throughout the recruitment process.

Disclaimer: Mircom does not accept resumes from employment agencies, headhunters or recruitment service providers that do not have a formal contractual agreement with us. Our agreements with recruitment service providers are limited to specific hiring needs and do not include this or other job postings. Any resume or other information received from a supplier that has not been previously authorized by Mircom to provide resumes for this posting or website will be considered unsolicited.