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Reporting to the Manager, this position will process all incoming calls and clients in a friendly and professional manner and assist in the organization and flow of the office.
Supports the technical logistics in an office space.
Creating processes, overseeing administrative operations, improving office services, and implementing communication procedures.
RESPONSIBILITIES:
Answer calls and direct requests to appropriate division
Ordering of office supplies
Scanning & filing of documents
Disperse and distribute incoming mails
Assist sales team in administrative duties as required
Establish work priorities, delegate work to office support staff, and ensure deadlines are met and procedures are followed
Administer policies and procedures related to the release of records in processing requests
Co-ordinate and plan for office services, such as accommodation, relocations, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
Conduct analyses and oversee administrative operations related to budgeting, contracting and project planning and management processes
Assist in preparation of operating budget and maintain inventory and budgetary controls
Assemble data and prepare periodic and special reports, manuals and correspondence
Essential Skills
- Reading text
- Document use
- Writing
- Oral communication
- Working with others
- Problem solving
- Decision making
- Critical thinking
- Finding information
- Computer use
- Continuous learning
- Significant use of memory
Transportation/Travel Information
- Own transportation
- Own vehicle
- Valid driver's licence
- Travel expenses not paid by employer
- Public transportation is available
Additional Skills
- Delegate work to office support staff
- Maintain inventory and budgetary controls
Specific Skills
- Establish work priorities
- Ensure procedures are followed
- Ensure deadlines are met
- Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets and parking
- Assist in the preparation of operating budget
- Carry out administrative activities of establishment
- Administer policies and procedures related to the release of records in processing requests under government access to information and privacy legislation
- Co-ordinate and plan for maintenance and security services
- Prepare periodic and special reports, manuals and correspondence
- Review, evaluate and implement new administrative procedures
- Oversee and co-ordinate office administrative procedures
Work Conditions and Physical Capabilities
- Fast-paced environment
- Work under pressure
- Tight deadlines
- Repetitive tasks
Security and Safety
- Basic security clearance
Own Tools/Equipment
- Office equipment and supplies
- Computer
- Printer
- Internet access
Business Equipment and Computer Applications
- Windows
- Word processing software
- Spreadsheet software
- Database software
- Presentation software
- Project management software
- Web site creation and management software
- Desktop publishing software
- Mac OS
- Accounting software
- Inventory control software
- Internet browser
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