Administrative Assistant

Nippon Express Canada Ltd.; Mississauga; On-site; CAD 42,000 - 56,000; Full time

Job summary

Nippon Express Canada Ltd. is seeking an Administrative Assistant to support the Administration department with a variety of secretarial and office-management tasks in Mississauga.

You will help with policy updates, communications, vendor coordination and procurement, and assist in insurance and fleet-related activities. The role requires 1–2 years in a similar role, strong MS Word/Excel/PowerPoint skills, and good organizational abilities.

Qualifications

• College diploma or university degree in office administration or equivalent experience.
• Strong communication, organization and time management skills.
• Ability to manage multiple tasks and maintain confidentiality.
• Experience with MS Word, Excel and PowerPoint is required; Smartsheet is an asset.

Responsibilities

• Provide administrative and office management support to the Administration team.
• Review and update company policies and ensure compliance with ESA and laws.
• Prepare and distribute memos and announcements.
• Coordinate with national vendors and services.
• Screen calls and emails and deliver courteous service.
• Prepare purchase orders and track administration costs.
• Maintain vendor qualification data and prepare documents.
• Distribute mail and prepare reports and other correspondence.
• Assist with insurance policies and claims processes.
• Oversee fleet admin tasks and monitor fleet activities.
• Maintain office supply levels and place orders as needed.
• Coordinate training for national administrative programs.
• Support corporate governance and provincial/federal filings.
• Serve as primary contact for vendor services and third parties.

Skills

Strong communication

Organization

Time management

Multitasking

Confidentiality

Independent judgment

Education

College diploma or university degree in office administration

Tools

MS Word

Excel

PowerPoint

Smartsheet

Job description

Company Overview

Nippon Express Company, Ltd. (“NX”) was founded in 1872 in Japan and is headquartered in Tokyo. NX employs approximately 72,000 employees at 733 locations, in 47 countries and 314 cities around the world. As a leader in the freight forwarding industry, the Company's successes and ingenuity are complemented by its global presence, and ultimately result in Nippon Express being one of the largest transportation providers in the world. Solutions, not numbers, are responsible for our success. Our commitment to develop successful solutions, which put information technologies and our vast network of resources to work for you, is what has enabled Nippon Express to lead the world in innovative logistics design.

Job Summary

The Administrative Assistant is responsible for a wide variety of tasks in support of the Administration department. These tasks may include general secretarial duties including supply ordering, daily mail and monthly reporting. Additional responsibilities include communicating and coordinating with the various branches regarding corporate initiatives and policies.

Responsibilities

• Provide administrative and office management support to all members of the Administration team, as directed by verbal or written instruction


• Assist with the review and update of company policies, and compliance of policies with ESA and other legal requirements


• Prepare and distribute company communications (memos, announcements)


• Coordinate with branches in regards to national vendors and services


• Receive and screen incoming calls and emails directed to the administration department and provide courteous customer service and response.


• Prepare purchase orders and monitor and track all administration related expenses and costs


• Updating and preparing vendors and subcontractors for qualification approval


• Prepare and distribute all incoming and outgoing mail


• Review and prepare documents, reports, and other correspondence materials (incl. monthly insurance reports, journal entries, etc.) as may be required.


• Assist with our insurance policies and claims processes in the event of workplace incidents


• Fleet maintenance and administrative oversight of fleet activities (i.e. Dashcams, driving habits, ELD logs, etc.)


• Maintain and monitor office supply inventory levels and place orders as required.


• Monitor and arrange for recurrent or initial training requirements for national administrative programs (i.e. PIP security, Dangerous Goods, Security trade control, etc.)


• Assist in general corporate governance and provincial/federal filings on an annual basis


• Primary point of contact for various vendor services and third party communications


• Various other tasks that may be required

Qualifications

• 1-2 years of experience in a similar role


• General knowledge of provincial and federal health and safety regulations and legislation


• Strong knowledge of MS Word, Excel, Power point


• Knowledge of Smartsheet or similar software is an asset


• Basic math and accounting skills


• Knowledge of project management is an asset


• Effective communication, organization and time management skills


• Ability to manage and prioritize multiple tasks
  
• Ability to remain objective in stressful situations


• High level of sound and independent judgment, reasoning and discretion


• Professional, responsible, and positive work attitude.


• Ability to maintain confidentiality

Education/Certifications

• College diploma or university degree with a focus in office administration, or a combination of experience and education