Administrative Assistant

TorontoJobs; Toronto; On-site; CAD 40,000 - 55,000; Full time

Job summary

A recruiting agency in Toronto is looking for an Administrative Assistant to ensure smooth office operations. Responsibilities include managing reception, coordinating meetings, and handling logistics tasks. Ideal candidates will possess strong organizational and communication skills, proficiency in MS Office, and previous administrative experience. Apply today to join a dynamic team in a supportive work environment.

Qualifications

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in MS Office Suite.
• Previous administrative experience preferred.

Responsibilities

• Manage reception and administrative tasks.
• Coordinate office schedule and meetings.
• Maintain organized filing systems.
• Handle logistics for shipments.

Skills

Organizational skills

Multitasking skills

Excellent communication

Interpersonal abilities

Proficiency in MS Office

Tools

Minotaur

Job description

Job Description :

Our TorontoJobs.ca Recruiting Division client, located in mid-town Toronto, is looking for an Administrative Assistant.

In this role, you will play a key role in maintaining smooth office operations by managing reception, administrative, and logistics tasks. Your role will involve handling a variety of responsibilities to ensure the office environment remains organized and efficient.

Key Responsibilities :

Reception Duties :

Answer incoming phone calls and direct them appropriately.

Greet and assist visitors upon arrival.

Sort and distribute mail and faxes.

Arrange couriers for documents and packages.

Receive and store product samples in the freezers.

Maintain organized filing systems.

Keep kitchen and office surfaces clean and tidy.

Water office plants regularly.

Administrative Duties :

Coordinate the weekly office schedule and meetings.

Manage office equipment, leases, and cellphone plans.

Handle offsite file maintenance.

Order office and kitchen supplies to ensure smooth daily operations.

Review and approve invoices related to office expenses.

Logistics Support :

Update container information in Minotaur for overseas shipments.

Create and manage physical folders for U.S. and overseas shipments.

Forward shipping documents to warehouses and shipping lines.

Digitally save U.S. supplier shipping documents for record-keeping.

Forward broker invoices and sample shipping documentation to the logistics team.

Additional Duties :

Fulfill product label requests for the sales team.

Provide general administrative support to management as needed.

Qualifications :

Strong organizational and multitasking skills.

Excellent communication and interpersonal abilities.

Proficiency in MS Office Suite and familiarity with logistics systems like Minotaur is a plus.

Ability to manage time efficiently and prioritize tasks.

Previous administrative experience preferred.

This position requires attention to detail, professionalism, and the ability to support various departments to ensure the smooth functioning of day-to-day office activities.