Office Assistant (part-time)

This position has been filled.

Reporting to the Manager, Corporate Services, the part-time Office Assistant will ensure that our office consistently runs in a smooth, organized manner. Performing as an integral member of the Corporate Services Team, the Office Assistant will provide front desk reception services and a wide range of administrative support to many of the staff. We are looking for an extremely capable, hands-on individual who is willing to take initiative to get the job done. The right candidate will be confident, professional, extremely organized, and able to juggle many details at once.

Responsibilities

• Answer all incoming calls and respond to general enquiries on a multi-line phone system
• Greet visitors
• Open, sort, and distribute mail
• Coordinate all outgoing mail and couriers
• Book office boardrooms and set up for internal meetings (catering, etc.)
• Order and maintain office supplies
• Stock all stationery and order business cards as required
• Ensure kitchen is stocked appropriately
• Ensure all areas are clean and organized at all times
• Work with the external Building Manager to keep the physical plant in good working order
• Coordinate furniture maintenance and repairs
• Perform clerical duties such as faxing, photocopying, and binding materials
• Ensure that an accurate and updated filing system is consistently maintained
• Reconcile invoices for supplies, services
• Organize staff functions, arranging catering as requested
• Liaise with supplier network and negotiate for best service and price
• Provide general administrative support to staff as required
• Assist with other projects as assigned

Essential skills and qualifications

This position requires an enthusiastic team player with excellent interpersonal, organizational, and customer service skills.

• Knowledge of Microsoft Office
• One to two years of general office experience working in a fast-paced environment
• Basic bookkeeping experience is considered an asset
• Strong client service orientation; courteous and professional telephone manner
• Upbeat and outgoing with good instincts and judgment
• Strong organizational and effective prioritization skills that allow you to meet many deadlines
• Reliable and able to work independently with minimal supervision
• Ability to adapt to change