Operations Assistant

6 months ago

Tiverton, Canada Kinectrics Full time

General Accountabilities

Receive and screen information, emails and phone calls using judgement and sensitivity. Be responsible for obtaining quotations, tracking payments, ordering and receipting inventory, direct follow ups with suppliers, vendors and clients regarding invoicing and orders to maintain inventory levels. Perform data entry using word processing, spreadsheets, and format material as required. Enter, revise and/or combine materials such as research samples, numerical data, laboratory record logs and preformatted data retrieval information Create data directories/subdirectories for file and report generation retrieval purposes. Reviews discrepancies in data received, requests clarification or advises supervisor of issues related to data and performs data verification routines in accordance with company procedures. Interacts with departmental and other staff on matters affecting data and reporting flow and makes recommendations for improvement or enhancement to job processes to ensure standards in data entry, collection and retrieval. Support in and coordination of events such for example staff bbqs. Provide support to the Business Analyst by assisting project leaders with planning projects, setting up sales orders, and billing plans. Assist or train project leaders in obtaining cost history of projects. Assist in transfer of misallocated costs; monitor pro-forma invoicing, etc Use of electronic calendar, mail processing, travel, conference and meeting arrangements, processing expense reports, cheque requisitions and invoices, minute taking, use of time management principles, preparation of presentation material, information management, maintenance of a follow up system and handling of information and documents which may include commercially sensitive data. Provide clerical /administrative support to group, including paper and electronic filing of information including expense reports, time entry, document filing/records management, typing correspondence, distribution of mail, preparation of shipping documentation, forms, memoranda, reports, minutes, and other data from dictation, handwritten notes, or own notes, etc. Assist with resource scheduling Receptionist duties including answer incoming phone calls, transferring calls and providing general information to clients, greet visitors and handle sign-in procedures. Support in providing a positive onboarding experience for New Hire(s) by coordination with the applicable internal stakeholders including Management, Supervisors, Training, Health and Safety, IT and HR. Support Management and Leadership in administering and tracking of employee time-off requests and time-off request(s) processes. Work well with others and have the ability to develop, maintain and foster positive work relationships Perform all duties in a safe manner in compliance with Kinectrics policies, procedures, standards and practices. Perform other duties as required.

Selection Criteria

Completion of High School plus additional specialized courses A period of up to three (3) years is considered necessary to gain this experience Requires strong computer skills in software packages such as Microsoft Word, Excel (including creation and use of macros), Power Point, SAP, etc. Requires a comprehensive knowledge of administrative and office practices and procedures, administrative processes, and priority setting Ability to work in a confidential capacity and understand the sensitivity of a variety of business documentation Ability to read and understand a basic business financial statement is an asset Requires excellent communication skills and interpersonal skills and the ability to develop strong working relationships across the organization and with internal and external stakeholders Requires proficiency in English grammar and sentence structure to prepare concise and effective correspondence, reports, etc. Requires proficiency in keyboard operations, storage and retrieval systems Demonstrated ability to conduct tactful and direct communications with internal and external contacts. Adaptable and flexible to work in a fast-paced environment, tight timelines and to adjust and cope with changing requirements Sensitivity to individual’s needs/client service oriented Ability to work independently and in a team environment Ability to anticipate the needs of supervisor with minimal direction. Attention to detail/accuracy/thoroughness Ability to make individual decisions, work independently, in a team and exercise initiative Ability to demonstrate a continuous improvement mindset and support continuous improvement initiatives Demonstrated strong time management skills and ability to achieve results under multiple conflicting priorities, time pressures and tight deadlines Commitment to Kinectrics and Business unit goals Demonstrated ability to positively contribute to a strong safety-first atmosphere Ability to obtain and successfully maintain security clearance(s) required.

Kinectrics welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

This is a shift worker position. Shift workers may be assigned to work 8, 10,12-hour shift schedules including rotating shifts, days/afternoons and night shifts. Saturday/Sundays and overtime may be required.

 No relocation expenses will be covered.

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