Job Description

 HOURS:  8:30-5:30 MONDAY-FRIDAY*****

SUMMARY: The Reception Administrative Assistant will perform a wide range of administrative and office support activities for the Executive Management team to facilitate the efficient operation of the organization.

JOB RESPONSIBILITIES:

• Answer, screen and transfer inbound phone calls
• Greeting guests, making them comfortable with Coffee or Water, and contacting whomever they are here to see.
• General clerical duties including photocopying, fax and mailing
• Maintain electronic and hard copy filing system
• Retrieve documents from filing system
• Handle requests for information and data
• Resolve administrative problems and inquiries
• Prepare written responses to routine enquiries
• Assisting and organizing with the interview process when there are several candidates here for interviews
• Prepare and modify documents including correspondence, reports, drafts, memos and emails
• Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors
• Ordering meals for meetings
• Coordinate and assist marketing team with inhouse functions
• Prepare agendas for meetings
• Record, compile, transcribe and distribute minutes of meetings
• Open, sort and distribute incoming correspondence
• Maintain office supply inventories
• Coordinate maintenance of office equipment
• Coordinate and maintain records for staff, telephones, parking and petty cash
• Assist Inside Sales/Customer Service Supervisor in prepping of new Inside sales associates with equipment and tools needed to perform their duties.
• Identify and make recommendations for department improvements to Supervisor
• Help Supervisor enforce organizational policies and procedures.
• Responsible for weekly timesheets, attendance, and payroll submission.
• Collect all vacation requests and submit for approval to Supervisor.
• Special projects or duties as requested by Supervisor.
• Activate and troubleshoot customers for online ordering capabilities
• Assist with order entry.
• Process Cross Docks
• Process transfer for international purchase orders for Canada
• Maintain Expense reports for VP of Regional Sales, Buyers & Sales Managers
• Document and keep record of customer complaints on Footprint and create quarterly report of same
• Assist Director of Category and Customer Program Management with various administrative tasks including data entry
• Sale Recall coordinator.  Ensuring all affected customers are notified via phone and letter within 24hrs of any recall. 
• Any additional tasks as needed by executive team

EDUCATION AND EXPERIENCE

• Computer skills and knowledge of relevant software
• Knowledge of operation of standard office equipment.
• knowledge of clerical and administrative procedures and systems such as filing and record keeping
• knowledge of principles and practices of basic office management

KEY COMPETENCIES

• communication skills - written and verbal
• planning and organizing
• prioritizing
• problem assessment and problem solving
• information gathering and information monitoring
• attention to detail and accuracy
• flexibility
• adaptability
• customer service orientation
• teamwork