Administrative Assistant

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Empire Media provided pay range

This range is provided by Empire Media. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

CA$20.00/hr - CA$22.00/hr

Job Summary:

We are seeking a highly organized and detail-oriented Administrative Assistant to provide vital support to our Accounting team and other office departments.

The ideal candidate will be passionate about their work, proactive, reliable, and committed, capable of handling a range of responsibilities across accounting, procurement, inventory, and general administrative functions.

This role is essential for maintaining smooth operations by accurately and promptly processing invoices, purchase orders, inventory tasks, and payments, as well as supporting QA administrative functions, while reporting directly to the Accounting Manager.

Key Responsibilities:

• Manage front desk operations, including greeting visitors and answering phone calls with professionalism and courtesy.
• Perform data entry tasks accurately and efficiently to maintain up-to-date records.
• Assist the Accounting team with various tasks, including the filing and organization of invoices.
• Organize and file hard copies of purchasing invoices, ensuring they are shared promptly with the accounting team.
• Prepare purchase orders in Quickbooks Online, share them on time with the accounting team, and ensure proper filing.
• Utilize QuickBooks for financial tracking and reporting as needed.
• Handle supplier payments, manage cheque transactions, and ensure prompt processing.
• Organize and file documents systematically to ensure easy retrieval.
• Assist with administrative tasks related to inventory management, ensuring that stock records are accurately documented and consistently maintained.
• Monitor Purchase orders to ensure their accuracy versus the documented inventory count.
• Assist the QA team with administrative tasks as needed to ensure compliance and quality standards are met.
• Support the procurement team with documentation, tracking, and communication regarding orders and supplier shipments when needed.
• Provide overall administrative support to various departments within the office as needed.

Qualifications:

• Bachelor Degree in business administration or related field.
• Strong experience in an administrative support role, with a proven background in supporting accounting, procurement, QA, and inventory management functions.
• Previous experience handling purchase orders (POs), sales invoices, inventory coordination, and quality assurance administrative support.
• Strong organizational skills, with keen attention to detail and accuracy.
• Professional handling of confidential information.
• Excellent communication and interpersonal skills.
• Ability to multitask and effectively prioritize in a fast-paced environment.
• Team-oriented approach with a proactive attitude toward supporting various departments.
• Proficiency in MS Office, particularly Excel and Word; familiarity with accounting software is a plus.
• Knowledge in QuickBooks Online is highly desirable.
• Proficiency in email communications and phone etiquette.
• Knowledge in Google Workspace and Gmail is a plus.

Why Join Us:

This role provides a unique opportunity to work closely with a dynamic team and interact with various departments, contributing to the overall success of the company’s operations. If you are detail-oriented, passionate, ambitious and enjoy providing essential support within an organization, we would love to meet you.

How to Apply:

Please submit your resume and a brief cover letter outlining your relevant experience.

Seniority level

Entry level

Employment type

Full-time

Job function

Administrative, Accounting/Auditing, and Purchasing

Industries

Advertising Services and Retail Pharmacies