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  • 1 week ago

jobs description

We are in search of a dynamic, results-oriented individual to collaborate closely with the Managing Director and our Production Team. The role of Office Administrator entails providing invaluable administrative assistance to our entire operation, with a specific focus on supporting our leadership team. We're looking for an individual with exceptional organizational and administrative prowess to act as the central hub for all communication entering and exiting our office and operation.

RESPONSIBILITIES / TASKS / WORK ENVIRONMENT:

Office Operations and Administration Handling all aspects of transactional accounting, from A/R to A/P, monthly reconciliations, and accruals, while also assisting the external Bookkeeper with various tasks.

Managing Bank and Credit Card Reconciliations comprehensively.

Supervising and reconciling Timecards for temporary staff.

Overseeing and maintaining the CRM system.

Facilitating the onboarding process for new clients and vendors using the CRM... system.

Contributing to budget preparation by closely monitoring projected revenues and expenses.

Uploading and coordinating financial data for the external Bookkeeper.

Establishing a system of controls through well-designed checks and balances to mitigate the risk of financial loss and ensure organizational integrity.

Managing and monitoring invoicing via the CRM system.

Assisting the Operational team in maintaining Contract master pricing.

Advocating for workflow automation to streamline internal invoicing and payment procedures.

Additional Administrative

Responsibilities:

Ensuring efficient reception duties to attend to all visitors.

Providing administrative and clerical support, ensuring accurate filing of documents.

Fostering staff loyalty and productivity by offering ongoing support, encouragement, empowerment, and fostering effective teamwork.

Monitoring office, kitchen, and cleaning supply levels, including office equipment and building supplies.

Establishing effective communication channels through telecommunications and internet-based technologies to ensure customer and supplier access and operational coordination.

Contributing expertise to decision-making processes aimed at enhancing office workflow efficiency.

Compiling and discussing Weekly Task Lists with the Managing Director.

Collaborating with the team to resolve customer issues, address inquiries, and fulfill requests for reports, backups, reconciliations, and investigations.

Managing updates to annual minute books.

Taking a proactive approach to government subsidies and grants for each business unit related to capital investments and employee training.

AQUALIFICATIONS FOR SUCCESS:

Minimum of 3 years of administrative experience in an office setting.

Completion of a Business-related Post Secondary degree.

Strong critical thinking skills and adept problem-solving abilities.

Exceptional organizational and multitasking skills.

Technologically savvy.

Proficiency in English (both spoken and written);
Bilingualism (English and French) is a plus.

Familiarity with Quickbooks Online.

Exposure or experience in print or print/digital production is advantageous.

Preferred experience in a marketing environment or a B2B business.

Exposure and familiarity with vendor liaison, sourcing, PO creation, and basic accounting principles.

Proficient in MS Office 365 applications, including Word, MS Teams, Excel, and PowerPoint.

Proficient knowledge of Adobe applications.

Demonstrated attention to detail, diligence, and conscientiousness in daily tasks.

Ability to remain composed and confident in high-pressure situations.

Proven track record of taking initiative and anticipating office/administration needs.

Strong advocate of both individual and organizational integrity, upholding ethical behavior and high standards.

Adherence to the organization's security and confidentiality policies.

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies.

We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. All applicants applying for Canadian job openings must be authorized to work in Canada.© 2024 Robert Half. By clicking “Apply Now,” you’re agreeing to Robert Half’s Terms of Use
Vaughan ON

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