Administrative Assistant

We're always looking for great people to join the Eternity Systems Team and we have an opportunity for you to be a part of our team! If you enjoy working in a casual atmosphere while developing your HR knowledge then this may be the job for you!

We have an opportunity for an ADMINISTRATIVE ASSISTANT contract position (13 months - Covering for a Leave of Absence)

Who we are!

ETERNITY SYSTEMS is the world leader in industrial sanitization of reusable packaging and containers. Established in Europe (France, Spain, Portugal and Germany) and in North America (United States and Canada) with 14 washing facilities, the Group achieved sales of nearly € 100 million in 2020, washing more than 700 million containers. ETERNITY SYSTEMS enjoys a central position within a circular ecosystem bringing together producers, retailers and suppliers of reusable packaging.

Summary

The Office Admin is the first point of contact for the group responsible for overall office administration activities. This includes (but is not limited to) reception, mail, courier services, filing of correspondence, invoices, receipts, and other records, and overall office logistics. The incumbent helps with day-to-day tasks, aiming to streamline efficiencies to ensure the team can focus elsewhere, this includes answering phones and emails, attending to general queries, performing work such as data entry and basic IT support, and supporting the team where needed. The incumbent is also responsible for reconciling expense reports, and ensuring the accuracy of various reports, timesheets, and spreadsheets, assuring compliance with all applicable federal and provincial regulations and company policies. This position requires a high level of confidentiality and professionalism. Other duties will be assigned, as necessary.

Job Duties:

· General administration, including reception, mail, courier services, supplies, and other logistical requirements, ensuring consistency.

· Provide administrative support to the Human Resources Manager including handling of sensitive and confidential matters

· Provide administrative support to various departments, locally and globally with in the company.

· Adhere and apply all company policies, programs, procedures and all applicable federal and provincial regulations and legislation.

· Assist in planning and organizing of employee engagement activities.

· Coordinate Training activities and maintain training data base.

. Assist to coordinate JHSC Meetings and take minutes of the meetings

· Assist with New hire orientation and processes.

· Maintain accurate and comprehensive records.

· Maintain correct information in all KPI spreadsheets.

· Email, photocopy, scan and file documents as needed.

· Direct employee and/or client concerns to appropriate department

· Review employee time and attendance and notify department head and/or HR of any anomalies.

· Maintain, balance, and submit temporary agency time sheets on a weekly basis.

· Reconcile temporary agency invoices.

· Communicate with temporary agencies and suppliers

· Balance and reconcile company credit cards and expense reports.

· Manage purchase orders for the facility (includes, tracking balancing and reconciling)

· Submit Invoices to Yooz and track payments through head office finance department.

· Coordinating of incoming and outgoing mail.

· Answering of company telephone and direct calls appropriately.

· Regularly scheduled shifts within logistics department to perform as a back for Shipping Clerk position.

· Maintain an elevated level of professionalism with employees and vendors, representing MT Canada with high integrity.

· Demonstrate initiative and a willingness to take on new tasks, and present new and creative ideas.

· Order and replenish inventory for office supplies.

· Other duties as assigned.

Requirements

· Minimum High School diploma required.

· 3-6 months minimum of working in an administrative or receptionist role.

· Effective communication skills and interpersonal skills with individuals at all levels of the organization.

· Technical Skills- Intermediate proficiency in MS Word, Excel, PowerPoint, Outlook, emails, SAP, communication, SharePoint and collaboration tools such as Teams.

· Excellent communication skills, both verbal and written

· Ability to prioritize and react to changing situations; able to meet deadlines.

. Flexible and positive attitude

· Ability to work independently and with minimal supervision.

Position Type and Expected Hours of Work

· This role is on site office based.

· Core Working hours are 7:30 am to 4:00pm.

· Shipping Back up hours - Start time 5:45am

· Overtime may be required throughout the week and/or weekends.

Eternity Systems is committed to a workforce that reflects the diversity of the communities where our facilities are located. We actively seek qualified individuals with demonstrated skill and knowledge to deal with all aspects of diversity in a manufacturing environment. We are committed to accommodating applicants with disabilities throughout the hiring process under the Accessibility for Ontarians with Disabilities Act (AODA). Human Resources will work with applicants requesting accommodation at any stage of the hiring process upon request.

We thank all applicants for their interest; however, only qualified candidates will be contacted for interviews.

Job Types: Full-time, Fixed term contract
Contract length: 13 months

Salary: $22.00-$24.00 per hour

Benefits:

• Casual dress

Schedule:

• Day shift
• Monday to Friday

Supplemental pay types:

• Overtime pay

Ability to commute/relocate:

• Guelph, ON N1L 0B9: reliably commute or plan to relocate before starting work (required)

Application question(s):

• How many years of exposure do you have working within the logistics, shipping and manufacturing industries?

Experience:

• Organizational skills: 1 year (preferred)
• Microsoft Excel: 1 year (preferred)
• Microsoft Outlook: 1 year (required)
• English: 1 year (required)
• Microsoft Word: 1 year (preferred)

Work Location: In person