Administrative Assistant

Job Title: Administrative Assistant – 1 Year full-time Contract Position 47,500.00 Annual Salary

Reports To: A / Coordinator Managed Services

Department: Finance & Administration

Salary Position $47,500.00 Annual

The Administrative Assistant assists the Coordinator Managed Services with the day-to-day functions of the Finance, Administration and Human Resources requirements for Amano McGann Canada Operations. The position is a collaborative position that works within all departments across the organization. The Administrative Assistant reports and takes direction as required from the Coordinator Managed Services.

Financial Management

· Prepare financial reports for specific projects as required.

· Prepare invoices for clients and resolve any billing issues

· Track accounts payables and receivables

· Follow corporate accounting processes for financial analysis and reporting activities.

· Identify and resolve invoicing issues, accounting discrepancies and other financial related problems

· Assist department managers with client accounts for payment settlements in a timely manner

· Enter all APs into accounting systems.

AR

This includes all sales order and service order processing related tasks.

· Monitor sales email for customer orders

· Create work order numbers for sales orders & service calls

· Create & send quotes for sales and service orders

· Organize service reports to prepare for billing.

· Create sales orders, purchase requests and packing slips.

· Shipping of sales orders

· Create & E-mail sales/service/maintenance invoices.

· Monitor maintenance contracts for renewals and obligations and submit to Finance when necessary.

· Statements and past due invoice reviews and follow up.

· Perform month end A/R related tasks per the schedule as set out by the Corporate Finance team.

Inventory

This includes all inventory related tasks.

· Monitor stock levels to maintain the appropriate levels.

· Maintain the inventory and shipping & receiving area to ensure it stays organized and clean and the appropriate materials are available.

· Receive physical inventory into the warehouse and submit the documents for entry into GP.

· Complete scheduled quarterly count per the schedule as set out by Corporate Finance and monthly spot checks.

· Perform warehouse transfers in GP between Project warehouses, tech warehouses and branch to branch.

· Assist with GP related entries in the Project Module.

General Office Duties

This includes all tasks related to maintaining the flow of daily office organization.

· Organize incoming mail.

· Obtain updated certificate of insurance and WSIB as requested.

· Create and submit new Vendor/Customer request to corporate office

· Maintain and set up new accounts in GoCanvas and T-sheets. – Employees & Customers

· Ensure the work order directory is maintained and up to date

· Coordinates management\inventory\shipping related to ‘Time Clocks’ as required by AMI (USA) Time division.

Office Management

• Assist with administration of maintenance contact renewals in collaboration with Sales Operations
• Oversee all office related contracts
• Co-ordinate monthly management team meeting in collaboration with VP, Canadian Operations
• Prepare and proofread internal documents

Job Type: Fixed term contract
Contract length: 12 months

Salary: $47,500.00 per year

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Education:

• DCS / DEC (preferred)

Experience:

• Front desk: 2 years (preferred)
• Administrative experience: 3 years (preferred)

Work Location: In person

Application deadline: 2024-04-15
Expected start date: 2024-04-22