Administrative Assistant

Quest AV; Toronto; On-site; CAD 22,000 - 32,000; Part time

Job summary

Quest Audio Visual is seeking a Part-Time Administrative Assistant to join our growing team in Toronto. The role involves handling phones, organizing documents, and supporting shipping, logistics, and billing activities within a fast-paced environment.

Ideal candidates have experience in customer support, strong communication skills, and proficiency in Microsoft Excel, Word, and Outlook. CRM experience is a plus in a dynamic AV services company serving events and venues.

Qualifications

• Experience in a customer support role.
• Strong attention to detail and time management.
• Proficient in Excel, Word and Outlook.

Responsibilities

• Answer phones professionally and transfer calls or take messages as needed.
• Retrieve, organize, print, scan, file and archive documents per policies.
• Review documents to locate, edit and communicate information as needed.
• Manage company board rooms and schedule meetings.
• Assist in data entry and data retrieval across software platforms.
• Sort and deliver mail to internal recipients.
• Assist in document prep for shipping, logistics and billing.

Skills

Customer support

Attention to detail

Time management

Communication

Independent work

Tools

Microsoft Excel

Microsoft Word

Outlook

Dynamics AX

Adobe Acrobat DC

DocStar

Zoho CRM

Job description

With over 15 years experience, Quest Audio Visual is a locally owned and operated audio visual company specializing in conferences, festivals, trade shows, corporate meetings, galas, weddings, product launches, media events, and more! Dedicated to bringing top of the line technology to our clients, including event planners, venues, and marketing agencies alike. Quest Audio Visual has been recognized as Canada’s fastest-growing full-service audiovisual company. In addition to serving the GTA and surrounding areas, Quest Audio Visual is proud to support our clients across the world (15+ countries and counting).

We are currently seeking to hire a Part-Time Administrative Assistant to join our growing team.

Job Responsibilities Include:

• Answer phones in a professional manner, providing answers when possible and transferring calls or taking messages when needed. Check general voicemail box as needed.
  
• Retrieve, organize, print, scan, file, and archive company documents in accordance with company policies and procedures
  
• Review documents to locate, edit and communicate information as needed
  
• Manage company board rooms and schedule meetings accordingly
• Assist in data entry and data retrieval activities interfacing various company software platforms
  
• Sort and deliver company mail to the appropriate internal recipients
  
• Assist in document preparation in support of shipping, logistics, and billing activities
  

Requirements

• Previous experience in a customer support role
  
• Attention to detail and good time management skills
  
• Proficient in Microsoft Excel, Word, Outlook.
  
• Experience with Microsoft Dynamics AX, Adobe Acrobat DC, or DocStar a plus
  
• Experience with ZOHO or other CRM, a plus
  
• Excellent interpersonal and communications skills for working with customers and in-house personnel. Must be an effective communicator (verbal and written)
  
• Ability to work independently in a fast-paced environment while focusing on the task at hand
  
• Customer focus and adaptability to different personality types
  
• Ability to multi-task, set priorities and manage time effectively