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We're Hiring: Receptionist / Administrative Assistant (Contract)


Title: Receptionist / Administrative Assistant

Location: Toronto

Duration: One-Year Contract

ROLE SUMMARY:


The Receptionist/Administrative Assistant provides general assistance to staff while supporting other departments performing routine clerical and administrative duties. They are the front-line contact for visitors and callers, answering inquiries and providing information to the public, customers, visitors, and other interested parties.


KEY FUNCTIONS & RESPONSIBILITIES:


Departmental:

  • Creating, tracking, and reconciling purchase orders using Coupa

  • Creating GRs for the PO’s

  • Submitting invoices to accounts payable for payment processing as needed

  • Manage invoicing through SNOW system

  • Purchase Card (P-card) report submission

  • Coordinating with new vendors and setting them up in Coupa

Office/Reception:

  • Greeting visitors/call-ins, handle inquiries or directing them to the appropriate persons according

  • Keeping track of office visitors and managing sign-in logbook

  • Operating telephone system (VOIP) to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments as required

  • Opening and distributing incoming mail or other materials and answer routine letters

  • Preparing shipping, and tracking packages according to requirements, ensuring timely and accurate delivery (including international shipping linked to Supply Chain team)

  • Scheduling in person meetings and virtual team meetings

  • Booking flight tickets and hotels

  • Ensuring storage areas kept clean

  • Arranging catering for specific functions and office activities

  • Ordering and dispensing office supplies

  • Coordinate office maintenance needs such as cleaning and sanitary services as well as schedule services such as electrician, HVAC check, etc

  • Ensuring common areas are kept clean, including sink and dishwasher.

  • Scheduling deliveries of products and services to the office and tracking them according to invoices, while submitting GR in Coupa accordingly

  • Arranging for employees’ gifts such as flower delivery, gift card purchases, baskets, etc.

  • Purchasing bottles from LCBO for sampling needs for different departments

  • Collecting and distributing internal data or feedback, organizing it in reports/spreadsheets

  • Assisting IT in purchasing, distributing, and collecting equipment (on boarding, off boarding)

  • Assisting in research and organizing research results into reports according to the requirements (Excel and PowerPoint)

  • Keeping receipts, files, and deck organized on the shared folder by month/function (ex. awards by month, Toronto credit card monthly reports)

  • Assisting different departments with seasonal projects

  • Managing monthly office expenses, such as creating credit card report (AMEX), keeping receipts in order on file/shared drive. Submitting information on Service Now

  • LCBO Receipts: Creating Trade sampling report end of every month and sending it Via Courier to the LCBO

  • Other duties as assigned


KEY RELATIONSHIPS:


Internal:

  • All Canadian employees

  • Internal Department

  • Senior Level Management Team

External:

  • Individuals who call or come to the office

  • Vendors and agents, including: Promotional Vendors, Shipping Agencies, Hospitality Companies, Travel Agents, Event Planners, Social Media Agencies


SKILLS / KNOWLEDGE / EXPERIENCE / EDUCATION:

  • 2+ years in office administration

  • Customer service experience an asset

  • High school diploma or GED equivalent

  • Degree or diploma in Business Administration is an asset

  • Ability to exercise tact and discretion in dealing with sensitive and confidential information

  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology

  • Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

  • Team-oriented

  • Proactive, well organized and be able to demonstrate attention to detail

  • Strong critical thinking and problem-solving skills

  • Ability to prioritize and balance required tasks with sensitivity to time, resources, and budget

  • Excellent verbal and written communication skills

  • Customer service skills and customer relationship management

  • Strong decision-making skills and sound judgement

  • Must be a person of high integrity and commitment, with a strong work ethic

  • Motivated to complete tasks independently and ability to work with minimal supervision

  • Prioritizes company goals and lives the company values

  • Demonstrated ability to communicate positively and work effectively with others

  • Strong achievement orientation with a commitment to delivering business results

  • Microsoft Office Suite

  • Working knowledge of enterprise-class systems experience (SAP)


If this opportunity interests you, and you meet all of the above requirements, please submit your resume in confidence: shawna@xmc.ca.We thank all applicants for their interest, however only those candidates selected for interviews will be contacted.


Cover letter and resume must be attached for consideration.

XMC is an equal opportunity employer that is committed to an inclusive, accessible environment, where all employees feel supported and valued. If you require accommodation for the recruitment/interview process, please let us know, and we will work with you to meet your needs. In accordance with the Accessibility for Ontarians with Disabilities Act, XMC will provide reasonable accommodation to employees and prospective employees upon request. If you require a specific accommodation because of a disability or a medical need, please advise us in your application.




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