Administrative Assistant

Evenica is currently seeking a Administrative Assistant. We’re a Microsoft Gold Partner that specializes in e-commerce solutions. We’re experts at deploying Dynamics 365 Commerce and we have our own portfolio of IP that compliments the Microsoft technology stack.

As technology leaders in our industry, we help our mid-sized to large enterprise customers achieve their B2B & B2C e-commerce goals.

PURPOSE

The purpose of the Administrative Assistant is to provide administrative support to the Finance and Administration Department, which includes performing data entry tasks, auditing information, document creation, and ensuring the accurate and efficient operation of our time and project management system, Replicon.

EXPECTED OUTCOMES AND DELIVERABLES

Prepare and update Project Statements and Budget to Actuals (B2As) for all projects

• Compile timesheet information from Replicon
• Transform Replicon data to Excel format to meet the specifications for the Project Management Team
• Update B2As and Statements for all projects weekly

Promote compliance with timesheet management procedures by monitoring and following up as required

• Review Replicon reports on a weekly basis to flag overdue timesheet submissions, errors, missing information, and overdue timesheet approvals
• Follow up with employees to ensure timesheets are submitted with accurate and complete information
• Follow up with managers/time sheet approvers to ensure timesheets are reviewed and approved before the deadline
• Ensure staff who rely on timesheet information are provided correct, complete and up-to-date information, including any updates made to closed timesheets

Create and maintain projects in Replicon

• Set up new projects in Replicon, ensuring all information is entered accurately
• Assign individuals to specific projects within Replicon and assist Project Managers with managing task access for different team members
• Maintain and update the status of ongoing projects in Replicon, and close off tasks and projects as directed by Project and Support Managers

Acting as the Replicon concierge desk, respond to inquires, requests for information, and assist with reporting

• Respond to questions from the Professional Services and Customer Care Departments regarding Replicon project information
• Assist with adhoc reporting by running established reports as requested
• Under the guidance of the Senior Finance Coordinator, learn and master the creation and customization of reports within Replicon to meet the organization's evolving needs

Provide support for tasks related to Accounts Receivable (AR) and Accounts Payable (AP)

• Process and reconcile Accounts Receivable transactions in a timely and accurate manner
• Follow up on outstanding invoices and facilitate collections activities as directed
• Maintain accurate records of customer accounts and transactions
• Monitor AR and AP email inboxes

Perform data entry tasks with a high level of accuracy, ensuring timely and precise input of information into databases, spreadsheets, or other software systems

• Perform day to day financial transactions in QuickBooks, including verifying, classifying, posting and recording accounts receivable and accounts payable data
• Assist with reconciliations of data to identify discrepancies, or errors, and take appropriate measures to correct them, maintaining data integrity and reliability

Assist with notetaking, document creation, and maintenance of Confluence Spaces

• Translate notes into Standard Operating Procedures (SOPs), documenting processes and procedures for future reference and training purposes
• Conduct research tasks as assigned, including gathering information, analyzing data, and preparing summaries or reports to support decision-making processes

Ensure smooth operations by providing administrative support across the organization

• Assist with travel arrangements, including booking flights, hotels, and transportation
• Assist with new employee onboarding procedures as needed, including performing an in-office welcome and orientation
• Manage office and kitchen supplies inventory, order replenishments as needed, and ensure office equipment is properly maintained

REQUIRED COMPETENCIES

• Deadline driven: Completes tasks on time; organizes time appropriately so that deadlines are met
• Detail oriented: Pays close attention to particulars; completes tasks with a high degree of accuracy; understands how details affect work output
• Effective Communication: Consistently provides relevant, accurate and timely data to others; proactively provides updates on changes to deadline and deliverables
• Continuous Learning: Possesses willingness and ability to learn by regularly upgrading their skills, increasing knowledge to enhance personal and organizational performance
• Process oriented: Keen on verifying that each step is completed and that processes are followed according to the instructions
• Follow through: Keeps tasks moving forward and sees projects through to completion; is self-directed; takes responsibility for personal actions and outcomes

TECHNICAL SKILLS

• Time tracking software: Replicon
• QuickBooks Online or equivalent Accounting Software
• Atlassian: Jira and Confluence
• Microsoft Office
• Advanced Microsoft Excel (including VLOOKUP, XLOOKUP, PIVOT TABLES)

EDUCATION AND EXPERIENCE

• Required to pursue and stay up to date with training modules, courses, and certifications as prescribed by Evenica
• Post-secondary education in business administration or a related field is an asset
• 1+ year of relevant experience

WORKING CONDITIONS & TRAVEL

• Typically required to work Monday to Friday from 9am to 5pm
• Some overtime outside of the standard hours outlined above may be required
• Hybrid expectations to complete work in office and at home
• Some travel (including international travel) may be required

WHAT WE OFFER

• Hybrid Work Options
• Formal Training and Career Development
• Employer Paid Benefits
• Casual Dress Code
• Supportive Environment

We thank all interested candidates, however, only those selected for an interview will be contacted. No agencies or recruiters please.

Evenica is an equal opportunity employer committed to diversity. Evenica is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Any assessment and selection materials or processes used during the recruitment process will be available in an accessible format to applicants with disabilities, upon request. If contacted for an interview, please advise Human Resources if you require disability-related accommodation.

Job Types: Full-time, Permanent

Salary: $50,000.00-$55,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care
• Work from home

Schedule:

• Monday to Friday

Experience:

• Administrative: 1 year (preferred)
• Microsoft Excel: 1 year (preferred)

Ability to Commute:

• Burlington, ON L7N 3J1 (required)

Work Location: Hybrid remote in Burlington, ON L7N 3J1