Administrative Assistant

Nordstern Group; Winnipeg; On-site; CAD 40,000 - 50,000; Full time

Job summary

A local community-focused organization in Winnipeg seeks a dedicated Administrative Assistant to provide support across various administrative tasks. The ideal candidate will possess strong communication skills, a friendly demeanor, and solid organizational abilities. Key responsibilities include managing filing systems, handling payments, and overseeing accounts receivable. The role offers competitive salary and flexible scheduling, along with a comprehensive benefits package including a signing incentive.

Benefits

Competitive salary

Full benefits package including Group RRSP Match

Support for education and training

Flexible schedule

$2000 signing incentive

Qualifications

• Previous experience in an administrative or clerical role.
• Ability to build and maintain positive relationships.

Responsibilities

• Maintain an organized filing system for office paperwork.
• Handle different payment methods and perform bank runs.
• Oversee AR collections and perform AR reporting.
• Track customer order projections and manage paperwork.
• Address customer inquiries via phone, email, or in-person.
• Scan purchase order paperwork and incoming mail.
• Liaise with company on behalf of employees.
• Generate and send out invoices to customers.
• Enter customer and part details into the system.
• Create stock orders and manage inventory levels.
• Coordinate shipments and order materials.
• Manage and maintain the customer portal.

Skills

Outstanding verbal communication skills

Strong organizational skills

Multitasking skills

Personable demeanor

Education

High school diploma or equivalent

Associate's degree or higher preferred

Tools

MS Office

Relevant database systems

Job description

Overview

We are seeking a dedicated and driven Administrative Assistant to support our team with a wide range of administrative tasks. The ideal candidate is not only skilled in administrative functions but also possesses strong verbal skills and a likable personality. Finding the right individual who will seamlessly fit into our community and foster positive relations internally and externally is of utmost importance.

Responsibilities

• File Management: Maintain an organized and easily accessible filing system for office paperwork and essential documents
• Payment Entry: Handle different payment methods, including EFT, cheque, credit card, and cash, and perform bank runs as required
• Accounts Receivable: Oversee AR collections, perform AR reporting, and ensure timely payments
• Customer Order Management: Track customer order projections and manage shop order entries and paperwork
• Customer Service: Address customer inquiries through phone, email, or in-person, ensuring a positive and friendly interaction at all times
• Document Scanning: Scan all purchase order paperwork and incoming mail to the AP inbox
• Communication: Liaise with Nordstern Group on behalf of employees, ensuring clear and warm correspondence
• Invoicing: Generate and send out invoices to customers
• Odyssey System Management: Enter customer and part details into the Odyssey system
• Inventory Management: Create stock orders, ensure serial parts are in stock for orders, track inventory levels, and manage backorders on stock parts
• Shipping and Ordering: Coordinate future shipments, and order materials, and supplies as required
• Customer Portal Oversight: Manage and maintain the customer portal
• Reporting: The ability to track and report on-time to dock performance will be an asset

Qualifications

• High school diploma or equivalent; associate’s degree or higher preferred
• Previous experience in an administrative or clerical role
• Outstanding verbal communication skills
• Strong organizational and multitasking skills
• A naturally outgoing and personable demeanour, capable of building and maintaining positive relationships
• Proficiency in office software, including MS Office and relevant database systems

What Sets You Apart

Our community is the backbone of our success. While the responsibilities are vast, we place a significant emphasis on the individual's ability to get along with our team and contribute positively to our work culture. Your personality and interpersonal skills will be as crucial as your administrative capabilities.

We offer the following

• Competitive salary
• Full benefits package including Group RRSP Match
• Support for education and training
• Flexible schedule
• $2000 signing incentive

If you meet these qualifications and are interested in joining our team, please submit your resume for consideration. Only those who meet the requirements will be contacted.