Office Administrator

OFFICE ADMINISTRATOR

Reports to: President

Company Summary

Adjuvants Plus Inc. (API) has been in existence for more than 20 years. Using the knowledge and research of its founder and president Dr. William (Bill) Brown and Director of Research Dr. Al Hamill along with many others, API has formulated additives and biostimulants used in agriculture and food production to manage spray disruptors, eliminate barriers and hard water effects in an effort to maintain herbicide performance and enhance plant growth. API holds several patents and patents pending worldwide, which has now become their market. We also hold several U.S. and Canadian trademarks for our products, all of which must be maintained at all times.

Position Summary

The Office Administrator is a newly established part-time position whose primary responsibility will be assisting the President and additionally the Global Marketing Manager, Accountant and Board of Directors in all aspects of office administration, in an effort to allow this company to operate more efficiently and effectively. These duties include but are not limited to monitoring and managing all internal and external communications, record keeping and file management, maintain inventory records, assist with marketing functions and assist with accounting functions as directed. The company maintains a significant amount of data and proprietary information which must be maintained under strict protocol and this position must have the highest level of organizational ability and time management skills.

Job Duties and Responsibilities

Data Management and Administration:

• Update all files and properly record and store all current and obsolete files as directed
• Update Confidentiality Agreement (CA) and Material Transfer Agreement (MTA) binders, both active and inactive
• Assist each of Management, Sales and Accounting with their specific filing and data management needs
• Assist with the registration and administration for all Tradeshows and Conventions
• Assist with Trademarks, Patents and Licensing applications and follow up on these applications once submitted. Monitor all related timelines.
• Assist with territorial use applications and follow up on these applications once submitted
• Track and report all sales orders to management, sales and accounting as directed

Manage Internal and External Communications:

• Monitor email account, identify and prioritize all incoming and outgoing messages and coordinate with each responsible department (management, sales, accounting) to ensure all information exchange occurs in a timely and accurate manner
• Generate and update documents and processes that will assist with effective and efficient communications both internally and externally
• Manage the schedule of the President and assist in his responsibilities to ensure his time is used most effectively

Shipping, Receiving and Coordination of Product

· Assist in all aspects of inventory control including shipping and receiving of all raw products and finished products generated in the production process.

· Coordinate and monitor supply of inputs and raw products as directed

· Assist with updates to and the printing of labels as needed

General Administrative Duties

· Assist with administrative functions such as records management, ordering of office supplies, assist with keeping the office and related area kept and bank deposits.

· First point of contact for incoming calls, in-person arrivals, employee inquiries, and general information requests.

· General reception duties.

· Incumbent must keep up-to-date on all relevant API policies and procedures, etc. ensuring that these are implemented as prescribed.

These describe the general nature and level of work being performed by the incumbent in this role. They are not an exhaustive list of all job duties in this role. Other duties may be assigned.

Qualifications and Experience

· Completion of post-secondary education, preferably 3-year community college diploma in a supportive or related field

· Minimum 1-3 years of administration or related experience

· Demonstrated expertise in the application of MS suite of products (Outlook, Word, Excel and PowerPoint)

· Knowledge of shipping and logistics is an asset

· Knowledge of Sage 50 and/or QuickBooks is an asset

A valid Ontario driver's license and use of a vehicle is required

Incumbent may be required to obtain a Criminal Reference Verification/Check.

Additional Candidate Information:

• Vacation Entitlement – 2 weeks after completion of 1 year

3 weeks upon completion of 5 years

• Compensation: $22.00 per hour – starting salary

Yearly performance reviews

• Probationary Period: 6-month review, and thereafter yearly review

Hours of Work: 16 hours per week, Monday, Tuesday, Thursday and Friday, 9:00 am to 1:00 pm each day.

Job Type: Part-time

Salary: $21.00-$23.00 per hour

Expected hours: 16 per week

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Language:

• English (required)

Work Location: In person

Expected start date: 2024-04-01