Administrative Assistant

KDM; Vancouver; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading company in the region is seeking an Administrative Assistant to manage phone calls, greet visitors, and assist with vendor invoices and HR coordination. The ideal candidate will be personable, professional, and detail-oriented, with strong Microsoft Office skills and the ability to multitask effectively. This role offers a dynamic workplace in both office and production settings, requiring adaptability and organizational skills. Join our team and assist in creating a positive work environment.

Qualifications

• Ability to communicate effectively in writing and verbally.
• Strong proficiency in Microsoft Office applications.
• Basic math skills necessary for invoice processing.

Responsibilities

• Answering and routing incoming phone calls in a professional manner.
• Greeting and directing visitors.
• Assisting in the onboarding process for new team members.
• Reviewing and entering vendor invoices into the system.
• Maintaining and organizing the reception area.

Skills

Communication skills

Microsoft Office proficiency

Detail-oriented

Multitasking

Education

High school diploma or equivalent

Job description

OB SUMMARY

The Administrative Assistant position is primarily responsible for answering, screening and transferring inbound phone calls, meeting and greeting people entering the building, and processing vendor invoices for payment. Additionally, this individual will be the onsite HR coordinator. This position requires someone that is personable, professional, has an ability to multitask, detail oriented and has a basic understanding of accounting principles related to accounts payable.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Answering and routing all incoming switchboard phone calls in a friendly and professional manner using appropriate telephone etiquette
• Greeting and directing visitors, including customers and suppliers
• Providing an upbeat positive greeting to all callers and visitors
• Assisting in the onboarding and setting up of new team members
• Assisting and referring all HR related topics to Corporate Human Resources
• Scheduling and coordinating use of conference rooms
• Opening, sorting and distributing mail
• Maintaining electronic and hard copy filing system
• Reviewing and entering vendor invoices into a computer system
• Comparing vendor invoices to receiving documents and related purchase orders
• Reviewing and questioning invoices being processed to ensure accuracy
• Ability to work during the EOM closing cycle
• Assisting in formatting customer supplied ship lists
• Correcting Time Clock entry errors in computer system
• Keeping front desk and reception area clean and always organized
• Performing and completing all other work duties as assigned while meeting established deadlines
• Other duties as assigned

SUPERVISORY RESPONSIBILITIES

None

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty competently. The requirements listed below are representative of the knowledge, skill and/or ability required

CERTIFICATES, LICENSES, REGISTRATIONS

none

LANGUAGE SKILLS

Ability to communicate both in written and verbal formats

MATH SKILLS

Basic Math Skills

COMPUTER SKILLS

Strong Microsoft Skills
Above average Microsoft Office Products skills

Education and Experience

Check the Minimum requirements for education and experience for this position.

Education: Check appropriate box

Experience Required: Check appropriate box

Basic Skill Set

Entry Level

TRAVEL REQUIREMENTS

None

ENVIRONMENTAL CONDITIONS

The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Normal Office setting: This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and other normal office equipment. While performing the duties of this job, the employee is regularly exposed to fumes, hazardous chemicals, and heat. The noise level in the work environment is usually moderate.

Production Area setting: This position is required to work in clean, quick paced, and high efficiency manufacturing environment facility. While performing the duties of this job, the employee may be required to work near moving mechanical parts at machine pace completing a variety of tasks as needed requiring extended periods of standing and lifting loads no greater than 50 pounds. The noise level in the work environment is usually moderate. When and where necessary Personal Protection Equipment (PEP) is provided.

Position is required to establish standard/rate as set for the particular process being performed.

Office and Production Area setting: This position will take place between both the office and production settings.

PHYSICAL DEMANDS

The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.