Office Administrator (Onsite)

Office Administrator – On Site

Reporting to the Senior Manager of Field Services, the Office Administrator, who must have top notch Excel skills, is responsible for municipal data reporting and ensuring the accuracy of data in accordance with approved agreements and reporting standards. The incumbent will also have full range of engagement with municipalities and recycling partners in facilitating and supporting the claims submission process. In addition to these responsibilities, the successful candidate will be responsible for general office administration at the Multi-Material Stewardship Manitoba office located in Winnipeg.

Responsibilities

Municipal Reporting:

• Assist municipalities with their reporting into the municipal online reporting system. Provide training and guidance on our online reporting system and answer inquiries to facilitate data submissions
• Ensure all reporting standards are met and the appropriate documentation is submitted accurately and on time
• Review and validate the accuracy of municipal submissions. Report irregularities and municipal performance issues to management
• Communicate with municipalities to obtain necessary information to support submissions
• Ensure that the online reporting system is updated and kept current
• Ensure information re: municipalities and group recyclers are current in the online reporting system
• Ensure submission data is recorded, tracked, and conduct thorough comparisons of historical records to ensure precision in municipal reporting.
• Ensure that any technical issues with the online reporting system are addressed
• Prepare new agreement forms for new municipal and group recyclers, ensuring they are accurate and properly executed and prepare related data management requests
• Implement changes to Municipal Reports as required
• Build relationships with internal stakeholders (MMSM team, Service Provider Reporting team in Toronto) and external stakeholders (representatives from Municipalities, office supply vendors)
• Work as part of a cross functional team to affect continuous improvement of processes.
• Participate in any ad hoc or structured projects as needed

Office Administration:

• Be the welcoming and first point of contact for MMSM visitors, warmly greeting them and efficiently managing the reception phone line and maintaining an orderly office environment
• Professionally handle stakeholder inquiries related to municipal services and documents through both telephone and email communication channels.
• Efficiently manage incoming mail and couriers, ensuring prompt distribution and organizing seamless mail-outs.
• Accurately record and transfer all local office accounts receivable and payable to the national office for streamlined processing.
• Manage office supply inventory and manage the ordering process and budget allowance.
• Actively contribute to enhancing business processes and systems, striving to increase overall operational efficiencies.
• Coordinate and provide support for telephone, internet, and computer services, ensuring seamless communication and connectivity for the team.

QUALIFICATIONS

• Post-secondary Education in business administration or equivalent work experience
• Minimum two to three years of proven customer service experience, Ability to effectively manage multiple tasks and prioritize responsibilities.
• High aptitude in the Microsoft 365 suite
• Proficient in Excel, showcasing the ability to create, analyze, and manipulate complex spreadsheets.
• Efficient time management skills to meet deadlines and handle multiple responsibilities.
• Flexibility to adapt to changing priorities and work in a dynamic environment.
• Excellent written verbal and written communication skills
• Strong attention to detail
• Ability to interact professionally with colleagues, stakeholders, and visitors.
• Ability to work independently and collaborate with colleagues and work effectively as a part of a team.
• Discretion and the ability to handle sensitive information with confidentiality.
• Ability to stay organized while dealing with changing priorities
• Proven accuracy in record-keeping and data entry skills

This role may require a flexible work schedule requiring occasional periods of extended working hours (evenings/weekends) to meet deadlines.

The normal working hours are Monday – Friday, 8:00 am – 4:00 pm and is an on-site role

ABOUT US

Multi-Material Stewardship Manitoba Inc. (MMSM) is the not-for-profit, industry-funded organization that funds and provides support for the province’s residential recycling programs for packaging and printed paper. MMSM works on behalf of the manufacturers, retailers and other organizations that supply packaging and printed paper to Manitobans. These businesses pay fees on the materials to MMSM, which are then used to reimburse municipalities for up to 80% of the net cost of the residential recycling system. Our goal is to promote the reduction, reuse and recycling of the materials managed in our program.

For more information visit: http://www.stewardshipmanitoba.org

Job Types: Full-time, Permanent

Salary: $58,000.00 per year

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Paid time off
• RRSP match

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Bachelor's Degree (preferred)

Experience:

• Customer service: 2 years (required)

Ability to Commute:

• Winnipeg, MB R3B 2A8 (required)

Work Location: In person