Administrative Assistant

We are looking for an experienced and professional administrative assistant to provide support across several administrative functions.

• Minimum of 3 years experience with general business operations and administrative requirements. (Or similar capacity)

• Diploma or certificate in office administration, secretarial studies or a related field or an equivalent combination of academic and work experience.

• Experience in basic accounting will be an asset.

• Organizational Skills - Ability to manage multiple tasks, prioritize effectively, and maintain an organized workspace.

• Communication Skills - Strong verbal and written communication abilities to convey information clearly and professionally to colleagues, clients, and stakeholders.

• Time Management - Proficiency in managing one’s time effectively, meeting deadlines, and balancing various responsibilities.

• Attention to Detail - Meticulousness in reviewing documents and completing tasks accurately to avoid errors.

• Technical Proficiency - Familiarity with office software (e.g., Microsoft Office Suite, Google Workspace) and tools for scheduling, project management, and communication.

• Interpersonal Skills - Strong ability to work collaboratively with team members, maintain positive relationships, and provide excellent customer service.

• Basic Financial Skills - Familiarity with, invoicing, and basic accounting principles may be beneficial.

• Report Preparation: Assist in preparing reports related to inventory, and other key metrics, providing insights to management.

1. Office Management: Organize and maintain the office environment, ensuring that supplies are stocked and equipment is functioning properly.

2. Customer Service: Assist customers with inquiries, providing product information and resolving issues related to orders and deliveries in a professional and courteous manner.

3. Order Processing: Manage the processing of customer orders, including data entry into the inventory and order management systems.

4.    Documentation: Prepare and maintain accurate records of transactions, shipments, ensuring compliance with company policies. Maintains hard copy and electronic filing systems to facilitate easy retrieval.

5. Scheduling and delivery: Coordination and prioritization of customer deliveries including logistics and communication with external parties.

6. Communication: Serve as the primary point of contact for internal and external communications, including emails and phone calls.

7. Data Management: Maintain and update relevant databases, ensuring information is accurate and up to date for sales, inventory, and customer contacts.

8. Assisting Sales Team: Provide administrative support to the sales team, including preparing presentations and managing sales documentation.

9. Billing and Invoicing: Assist with billing processes, including quotations, invoicing customers and following up on payments as necessary.

10. Projects: Provide administrative services on various projects and initiatives as assigned by the managing director.