Administrative Assistant

Timberlinebank; Saugeen Shores; On-site; CAD 35,000 - 45,000; Full time

Job summary

An established industry player is seeking a detail-oriented Administrative Assistant to enhance customer experiences and streamline operations. This full-time role offers a vibrant work environment where you will greet customers, manage lobby operations, and support executive functions. Your contributions will ensure seamless coordination of meetings and exceptional service delivery. Join a dedicated team that values personal growth and community engagement, making a significant impact on customer satisfaction and operational excellence. This is a fantastic opportunity for someone eager to grow in a dynamic setting.

Benefits

Health Insurance

Vision Insurance

Dental Insurance

401K Plan

Paid Holidays

Paid Time Off

Qualifications

• Exceptional customer service skills with a focus on positive experiences.
• Proficient in office equipment and software, particularly Microsoft Office.

Responsibilities

• Manage front-of-house operations and provide exceptional customer service.
• Coordinate meetings, mail handling, and vendor interactions.
• Assist with coffee bar operations and maintain lobby cleanliness.

Skills

Customer Service

Communication

Time Management

Critical Thinking

Spanish Speaking

Education

High School Diploma

Tools

Microsoft Office Suite

Job description

Job Title: Administrative Assistant
Department: Deposit Operations
Reports To: Vice President - Consumer Lending
Status: Non-Exempt
Salary Range: $35,500 - $44,275 ($17.00 /hour - $21.28 /hour)

Who We Are
At Timberline Bank, our people are our most valuable asset. We seek qualified employees who enjoy people, are innovative, and who are eager to learn. We, in return, provide opportunities for personal advancement and professional growth. The driving force behind our dedication to providing a "Better, Faster, Easier. -Always." experience is the Timberline Team. From the moment you enter the building, we greet you as a person, not an account number-our belief in the value of exceeding customers' high expectations is what makes Timberline Bank a bank here for our community. Our commitment has been and always will be to provide high-quality personalized customer service. With the Timberline personal touch, the level of customer support is unparalleled. We want to support you and your financial well-being, whether through your personal or commercial needs. Each customer contributes to the success of our small business. TO US, IT IS PERSONAL.

What We Value
At Timberline Bank, the core of our culture is in the following values. We believe heavily in fulfilling each one of these to the highest degree. Our culture is the foundation of who we are as a team, and as a business.

1. Exceeding Customers' High Expectations
2. Empowering a Dedicated Team
3. Having Fun While Winning
4. Passionate About our Communities
5. Value Added Resource for our Customers (Trusted Advisor)

Position Summary
The Administrative Assistant is a customer-facing, detail-oriented role responsible for managing front-of-house operations, supporting executive functions, and overseeing several key internal processes. This full-time position (8:00 AM - 5:00 PM) provides exceptional service to customers and internal staff, facilitates daily lobby operations, and ensures seamless coordination of meetings, mail handling, and vendor interactions. While this role still supports the coffee bar and customer hospitality, it includes additional administrative oversight and approval responsibilities that distinguish it from the Customer Concierge I role.

Essential Duties and Responsibilities

Customer Experience & Lobby Operations

• Greet and host customers upon entry, ensuring a welcoming and professional atmosphere.
• Open the front doors at 9:00 AM daily and ensure the lobby is clean, organized, and ready for customer traffic.
• Maintain lobby cleanliness, including checking for and removing trash and clutter throughout the day.
• Assist with bank tours and help coordinate larger visits and meetings as needed.
• Prepare the lobby for Monday morning meetings and monthly nonprofit hosting.
• Accept legal documents such as garnishments or warrants and deliver to Risk Management.

Administrative Coordination & Communication

• Sort and deliver incoming mail and manage return mail distribution.
• Scan invoices and route to appropriate departments, including Accounts Payable and other branches.
• Coordinate and facilitate FedEx deliveries and invoice processing.
• Review and approve internal room reservations; for external community room bookings, confirm availability and coordinate logistics with appropriate departments.
• Maintain and update the Outlook calendar for the boardroom, community room, and roof terrace.
• Assist with executive management meetings by preparing rooms, setting up catering, and ensuring materials are in place.
• Accept and coordinate with Marketing Team for orders of branded promotional items (e.g., water bottles, custom sleeves).
• Serve as a backup for Customer Concierge I as needed
• Other duties as assigned.

Coffee Bar Support & Event Oversight

• Assist with daily coffee bar coverage, maintaining quality service and presentation.
• Approve and place orders for coffee bar supplies and monitor inventory levels for 1st floor.
• Coordinate the monthly Coffee of the Month feature: approve flavor selection, manage inventory, and ensure marketing materials are displayed.
• Host and coordinate monthly nonprofit guests: send invites, order supplies, greet representatives, and help serve coffee to customers.
• Execute monthly coffee bar signage updates and collateral changes (e.g., donation box, flyers, tabletop furs).
• Plan and facilitate monthly work anniversary and birthday breakfasts, including games or bonding activities.
• Ensure VRC shred bins are emptied monthly and schedule shred days as needed.
• Coordinate quarterly orders of Kids Corner toys and ensure the area remains well-stocked and clean.
• Support marketing and executive team in planning and facilitating large donation presentations, gifts, or flower deliveries to customers or community members.

Physical Requirements & Job Expectations

• Spanish-speaking candidates will be given priority consideration.
• Fast-paced, hands-on role requiring the ability to stand, walk, and move quickly between locations within the branch. Ability to lift and carry heavy items, including containers weighing up to 30 pounds (e.g., gallon-sized milk containers and coffee supplies).
• Ability to work efficiently under pressure, particularly during busy periods when managing both customer service and operational tasks.
• Exceptional customer service skills, with a focus on delivering a positive experience for all customers.
• High School Diploma or equivalent.
• Proficiency with office equipment and software (e.g., Microsoft Office Suite).

Key Competencies/Skills

• Be Thorough: Ensure that work is completed thoroughly and correctly; prepare carefully for meetings and presentations.
• Achieve Results: Complete tasks on a timely basis and based on an understanding of the priorities.
• Establish and Maintain Personal Credibility: Consistently model behavior that is perceived as responsible, reliable, and ethical.
• Communicate Effectively: Express oneself clearly in interactions with others, both verbally and in writing. Notice, interpret, and anticipate needs and concerns. Ensure that critical information is shared with those who should be kept informed.
• Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Relationship Building: Ability to effectively build relationships with vendors, management, and staff.
• Time Management: Ability to effectively utilize available time for the completion of necessary job tasks.

**Pursuant to the Colorado Equal Pay for Equal Work Act and Equal Pay Transparency Rules, the salary range above represents the low and high end of the salary range for this position. Actual salaries will vary and may be above or below the range based on various factors including but not limited to location, experience, and performance. The range listed is just one component of the total compensation package for employees. Incentives based on Timberline Team goals may also be offered. In addition, Timberline Bank provides a variety of benefits to full time employees, including health insurance coverage, vision insurance, dental insurance, life and disability coverage, 401K plan, paid holidays and paid time off.

Equal Employer Opportunity Statement
Timberline Bank prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

All job requirements in the job description provided indicate the minimum level of knowledge, skills, and/or abilities deemed necessary to perform the job competently. Job descriptions are an overview of the duties, responsibilities, and requirements of the position. Employees may be required to perform other job-related assignments as requested.

OUR COMPANY ADHERES TO A POLICY OF EMPLOYMENT-AT-WILL, WHICH ALLOWS EITHER PARTY TO TERMINATE THE
EMPLOYMENT RELATIONSHIP AT ANY TIME, FOR ANY REASON, WITH OR WITHOUT CAUSE OR NOTICE.