Administrative Assistant

This entry-level administrative professional is involved in organizing day-to-day administrative, logistical, and financial tasks. The primary purpose for this position is to provide support and improve efficiency and coordination between the sales, service, and finance departments. This detail-oriented, organized, reliable professional contributes to the goals of the organization by ensuring accurate record keeping so that the business can be run efficiently. This role does not have any supervisory responsibilities.

Our business is seeking a reliable, dependable and self-motivated Office Assistant to join our team. The position requires supporting Executives across multiple departments, and the ability to adapt quickly to changes in the office environment. The Administrative Assistant should have prior experience in a busy business office and be ready to work hard and perform a variety of tasks.

Key Responsibilities & Duties

General Administrative and Clerical:
Prepares reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
Opens, sorts, and distributes incoming correspondence, including phone calls and emails.
Files and retrieves corporate documents, records, and reports.
Attends meetings to record minutes.
Generates sales estimates and purchase orders as appropriate.

Communication:
Communicates and interacts with management, employees, customers, vendors, and partners via phone and email.
Uses computers to enter, access or retrieve data
Writes business correspondence
Answers customer inquiries
Prepares responses to correspondence containing routine inquiries.
Conducts research, compiles data, and prepares information for consideration by executives

Organization:
Organizes, plans, and prioritizes work for self and others
Plans meetings or conferences
Documents/records information in company systems
Updates project management system with updates and information including current status, next steps, recent notes, etc.

Coordination and Support:
Schedules meetings, appointments, and teleconferences
Coordinates the work and activities of the CEO and other executives
Coordinates staff or activities in clerical support setting
Oversees execution of organizational or program policies
Makes travel arrangements for executives.
Prepares agendas and makes arrangements, such as coordinating catering for luncheons and other meetings.
Provides clerical support to other departments.

Sales Support:
CRM Maintenance and housekeeping
Assists with Estimates and Proposals

Purchasing and Receiving:
Creating and documenting processes and checklists
Responsible for assisting with purchasing function for all departments
Requests pricing updates as needed and negotiates with vendors for discounts as appropriate
Processes internal POs and issues POs for projects
Updates project management system with equipment list, ordering information including vendor, tracking numbers, estimated delivery dates, etc.

General Accounting:
Responsible for data entry and bookkeeping for the company including recording and coding financial transactions daily for all bank accounts and credit cards in the bookkeeping system.
Communicate with clients to request and arrange payments
Follow up on open balance statements with customers
Establish relationships with customer finance departments to get updates as needed
Track projects with multiple billing points to ensure all revenue is captured

Other:
Participates as needed in special projects.
Perform other related duties as assigned.

Skills & Experience

Qualifications and Experience:
High School Diploma or equivalent required.
Post-secondary education in business preferred
1-2 years experience in a similar role/industry required

Skills:
Intermediate G-Suite skills (Google Sheets, Docs, Gmail, Google Drive)
Experience with Adobe Acrobat
Experience working in the Zoho Office Suite preferred
Excellent verbal and written communication skills
Excellent analytical, computational and mathematical abilities
Proficiency in bookkeeping programs and related software including QuickBooks
Exceptional attention to detail and accuracy, Process-minded
High level of integrity and trustworthiness
Expert project management and organizational skills
Able to multitask, prioritize, work under pressure and meet deadlines
Excellent data entry skills
Familiarity with financial transactions including Accounts Payable and Accounts Receivable