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ARCHMILL HOUSE is a leading custom manufacturer of high-end architectural millwork and premium store fixtures serving commercial, institutional, and retail markets. We have worked tirelessly to build a reputation as the most respected and trusted millwork companies in Canada, possessing the experience and resources to meet any challenge. Our primary focus is on market segments where quality custom architectural millwork matters.
MISSION: Our commitment is to provide quality architectural products on time & on budget to the environments of our clients, where our personnel are challenged & inspired to reach their full potential & make a difference.
VISION: To be #1 in architectural interiors for multi-location enterprises.
VALUES: COMMITMENT | INTEGRITY | AGILITY | COLLABORATION
The Office Administrator is the first point of contact for the company and will provide administrative support across the organization. This role will handle the flow of people through the business and ensure all receptionist responsibilities are completed accurately and delivered with high quality and in a timely manner. We will provide every opportunity to learn, grow and stretch to the highest level of your ability and potential.
YOUR RESPONSIBILITIES:
- Answer and direct all telephone calls
- Greet clients and customers
- Page office staff as needed
- Schedule boardrooms and arrange for coffee and snacks as needed
- Order lunch as required
- Stamp and distribute mail
- Order needed supplies
- Office supplies
- Shipping supplies
- Business cards
- Janitorial supplies
- Coffee supplies
- IT supplies
- Maintain telephone systems
- Maintain internal contact sheet
- Sign off on deliveries & distribute to office
- Approve and receive courier deliveries & distribute accordingly
- Create and track Purolator shipments for all office staff
- Schedule cheque pick up for various projects
- Create various labels for office use
- Prepare Binders and Labels and Bind documents as needed
- Keep reception area and boardrooms clean and tidy
- Keep kitchen areas tidy- free from dirty dishes and spills
- Set up new employees as needed
- Order office business cards as needed
- Complete monthly expense reports for Managers as required
Accounting Duties:
- Scan all cheques received and forward to AR Specialist
- Complete bank runs to deposit cheques and make payments as needed
- Maintain all credit card receipts for company credit cards
- Assist with Accounts Payable invoice entry as required
- Assist accounts payable in printing and preparing cheques
- Update finance department Smartsheets and Dashboards as required
- Complete monthly Budgeted vs Actual Reports
- Assist with monthly credit card statement reconciliation
- Review and scan packing slips
General Job Duties:
- Monitor janitorial service level and provide feedback
- Book flights/hotels/rental cars
- Scan incoming contracts, give to President, and send to clients when signed
- Sort paystubs and hand them out (every other Friday)
- Assist other departments and management with various administrative tasks as needed
- Other tasks as required
Bistro Duties:
- Keep stock of bistro inventory and replenish when getting low
- Reload and empty dishwasher as needed
- Prepare coffee at 8:00, 9:30, and 12:30pm as required
- Tidy Bistro (wipe counters and tables etc.)
COVID-19 Duties:
- Complete daily office staff wellness checks and log in Smartsheet
- Complete and log visitor wellness checks
- Disinfect high touch surfaces twice a day as required
- This role is in office and cannot accommodate remote working
YOUR SKILLS & EXPERIENCE:
- Self-starter, organized, attention to detail, deadline oriented, hands-on
- Ability to work in a fast-paced team environment
- Must have excellent work habits, including a willingness to work the hours necessary to get the job done, especially when important deadlines cause greater than normal departmental pressures
- MS Office (Outlook, PowerPoint and Excel) experience required
- Smartsheet experience an asset
- Finance/accounting experience an asset
- Excellent verbal and written communication skills.
EDUCATION:
- High School Diploma or equivalent.
WHAT WE OFFER: We offer competitive salary and benefits. This is an exciting time for us as our team continues to grow. Working with us makes you part of a work environment committed to our clients, employees, and communities – a place where you can excel.
We are an equal opportunity employer and encourage minorities, women, protected veterans and disabled individuals to apply.
Job Types: Full-time, Permanent
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Vision care
Schedule:
Experience:
- administrative assistant: 1 year (preferred)
- receptionist: 1 year (preferred)
