Administrative Assistant II

Description

• Monitor and maintain departmental office supplies by checking supply storage cabinet on a monthly basis, reviewing supply requests and ordering items which need replenishing to ensure that departmental staff have the tools and equipment to perform their duties;
• Recommend and implement enhancements to current procedures that will improve operational effectiveness;
• Process all departmental mail, facsimiles and courier on a daily basis by receiving, opening, sorting and distributing incoming mail and facsimiles; ensuring all outgoing mail is properly addressed, stamped and in the mailroom on time and arranging for same-day or overnight courier as required in order to ensure the timely and accurate distribution of departmental correspondence;
• Organize and maintain departmental filing system by ensuring all materials are securely filed on a timely and accurate basis so that documents are readily available and easily retrieved when necessary;
• Coordinate all meetings by receiving relevant information from manager, contacting appropriate parties to schedule meeting times, booking meeting rooms, preparing all meeting materials and arranging for audio-visual equipment, flipcharts, refreshments etc. in order to ensure participants have all the information and materials required for an effective and productive meeting;
• Receptionist duties include receiving all incoming calls and handle all party and group bookings and visitors to the company in a timely, courteous and professional manner and either assisting the caller/visitor or redirecting the call to the appropriate party in order to ensure all callers to the Company are treated promptly, professionally and courteously in keeping CF's corporate image;
• Process all departmental invoices by receiving, opening, sorting, and distributing invoices to the appropriate department staff member; verify appropriate coding is applied to all invoices and send to the appropriate level of approval;
• Provide and maintain courteous, professional and efficient service to internal and external clients and business associates by responding to requests for information and redirecting inquiries beyond own scope of expertise in order to maintain good levels of customer service;
• Prepare all written documentation such as, but not limited to, correspondence, reports, statements and agreements on a timely and accurate basis by transcribing from dictated or written notes and utilizing appropriate computer software and standard formats to ensure management have all documentation needed to support their specific projects;

Requirements

• Excellent with time management and organizational skills
• A multitasker, quick learner, and can work independently in a fast-paced environment
• Computer literate and fully proficient in Microsoft Word, Excel and PowerPoint;
• Minimum 3 to 5 years related work experience;
• Solid organizational and prioritizing skills;
• Strong communicator, verbal and written
• Grade 12 or equivalent;
• Real Estate/Property management experience an asset;
• Strong research and analytical skills.
• Certificate/diploma in Office Administration an asset;
• Able to interact at all organizational levels with tact and diplomacy
• A team player with strong interpersonal skills
• Analytical with good problem solving skills

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance