aspects of the firm’s front office, back office, and company
events. Reporting into the Office Manager, this leader will work
alongside several internal and external stakeholders and manage
partnerships with external vendors. This is an exciting opportunity
for someone who has an interest in Real Estate Development. A key
member of the team, there will be ample opportunity to grow with the
company and gain exposure to various departments including, but not
limited to: Operations, Marketing, and Finance.
Key Responsibilities
* Answer and transfer all telephone calls to the mainline accordingly
* Greet and direct all visitors accordingly
* Schedule and manage board rooms and appointments
* Coordinate and organize meetings, conference calls, video
conferences, net meetings, company events and their related materials
as required
* Set up and participate in team meetings, taking meeting minutes,
and keep up with action items
* Maintain the copy and mail rooms, accordingly, ensuring office
equipment (e.g. photocopiers, postage, etc.) is operational, ordering
office supplies and manage inventory
* Manage all mail and couriers, including but not limited to
preparing courier packages, coordinating pick-up and delivery,
confirming delivery/receipt with appropriate stakeholders, and
resolving any related issues in a timely manner
* Enter or process data, orders, requests, or information as required
* Perform clerical or administrative duties as needed, such as:
assisting with filing and database systems, attendance records, HR
downloads and other related office support duties
* Support the Human Resources Management team with the onboarding
process, involving and not limited to setting up equipment, health,
and safety etc.
* Coordinate and manage a professional relationship with the
third-party IT team
* Perform other facility management assignments as described by team
and manager
* Maintaining cleanliness and order of kitchen, and ensure supplies
are ordered accordingly
* Assist with travel arrangements
* Perform accounts payable functions for day-to-day office operations
and office of the President, which includes invoices, contracts and
cheque requisitions
* Monthly reconciliation of operations credit cards
* Responsible for filing, archiving, and retrieving all paid invoices
(both hard and electronic copies)
* Any other reasonable duties and responsibilities assigned
Key Qualifications
* 1-3 years’ related experience in administration, office management,
and customer support is an asset
* Ability to facilitate and accomplish tasks on a consistent basis,
with a focus on quality execution
* Ability to develop relationships at all organizational levels and
serve as a friendly and approachable link between our teams
* A self-starter with positive energy, a high degree of initiative
and a can-do attitude
* Demonstrate confidence, professionalism, responsiveness, and
exceptional customer service skills.
* Ability to learn new information quickly, aptitude for picking up
new systems or programs quickly, and a passion for streamlining
processes
* Ability to work well in dynamic environments and quickly moving
teams
* Exhibits a broad perspective and cross-industry expertise,
understands the difficulties and possible problems in administration
across various business lines, and is able to offer competent and
effective administrative solutions.
* Detail-oriented, efficient, and precise with the ability to take
initiative, take direction and work well independently
* Strong organizational and time management abilities are required,
along with a strong drive for accuracy and flawless execution while
making sure deadlines are met.
* Excellent communication, interpersonal and leadership skills
* Proficiency in a range of information technology tools and
platforms.
* Previous experience in hospitality is considered an asset
* Bookkeeping, full cycle AR/AP experience is considered an asset
* Proficiency with MS Office applications, including Excel, Word, and
Outlook
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