Administrative Specialist

Pulsenics Inc.; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

A technology firm focusing on electrochemical solutions is seeking an Administrative Assistant in Toronto. The role involves comprehensive administrative support, coordinating travel, managing shipping and office supplies, and assisting HR activities while fostering a positive work culture. Ideal candidates have a background in business administration and 2-3 years of relevant experience.

Qualifications

• 2-3 years of experience in office management or operations.
• Proven ability to manage high-volume tasks while maintaining quality.
• Detail-oriented with a focus on quality and accuracy.

Responsibilities

• Provide administrative and operational support for smooth office management.
• Coordinate travel arrangements, including booking and itinerary preparation.
• Manage shipping and receiving functions, ensuring timely handling.

Skills

Organizational skills

Time-management skills

Communication abilities

Interpersonal skills

Problem-solving skills

Education

Degree or diploma in Business Administration or related field

Job description

About Pulsenics

Pulsenics is catalyzing novel breakthroughs for electrochemical technologies that decarbonize our planet. Pulsenics’ innovation is the first to apply advanced spectroscopy techniques to industrial electrochemical applications, at scale, to target the industry’s energy waste problem. Our mission is to change how the industry, making up 15% of the world’s GDP, uses its energy.

“Pulsenics” means “Pulse Generation.”

True to its name, our proprietary hardware injects non-disruptive electrical pulses into an electrochemical system to extract a unique signature for its State-of-Health. When combined with our Data Management Software, this untapped data unlocks fundamental insights that lead to the most energy efficient operations, at scale.

Pulsenics hardware and software is currently being used by customers around the world to improve electrochemical system design and performance. Pulsenics’ customers run diverse electrochemical systems ranging from fuel cells and batteries to wastewater treatment and metallurgy.

At Pulsenics, you will have the opportunity to have a direct impact on the development of our next generation hardware and software products, alongside our world-class team of innovators and engineers!

Overview:

As an Administrative Assistant, you will play a critical role in ensuring the smooth operation of our organization by providing comprehensive administrative and operational support. You will be responsible for overseeing office management, coordinating logistics, and supporting various departments, including Engineering, HR, and operations. Your contributions will directly enhance the efficiency and organization of the company while fostering a positive and collaborative work environment.

Responsibilities:

• Administrative & Operational Support: Provide comprehensive administrative and operational support, ensuring smooth and seamless office management. Handle a variety of tasks to maintain the day-to-day operations of the office.

• Travel Coordination: Coordinate and manage travel arrangements for team members, including booking flights, accommodations, and preparing detailed itineraries. Provide ongoing support to the travel team.

• Shipping & Receiving Management: Manage shipping and receiving functions, working with couriers, tracking shipments, and maintaining accurate records to ensure timely and efficient handling.

• Office Management: Oversee office supplies and equipment, ensuring cost-effective purchasing, accurate inventory management, and effective vendor relationships, including negotiation, communication, and contract management. Additionally, ensure the office space and facilities are clean, organized, and provide a functional work environment.

• Vendor & Contractor Coordination: Manage relationships with external vendors and contractors, ensuring smooth communication and adherence to schedules and contracts.

• HR Admin Support: Support HR activities, including onboarding, offboarding, policy implementation, employee engagement, and performance management. Foster a positive and productive work environment.

• Operations Support: Lead day-to-day operational tasks, including planning, purchasing, inventory management, and process setup, while actively contributing to the development of new processes.

• Team Engagement & Culture Building: Organize team outings, social events, and activities to foster and promote a positive, inclusive company culture.

• Task Execution & Deadline Management: Prepare and submit applications and reports as needed, ensuring all deadlines and requirements are met with a focus on quality and accuracy.

Requirements:

• A degree or diploma inBusiness Administration, Office Administration or Administrative Support, Executive Assistance, or relevant fields.
  

• At least 2-3 years of experience in office management, operations management, executive support, or a similar role, preferably in a fast-growing company. A proven ability to manage high-volume tasks while maintaining quality and attention to detail is required.

• Exceptional organizational skills and time-management skills.

• Excellent written and oral communication abilities.

• Ability to manage multiple tasks efficiently and effectively in a fast-paced environment.

• Strong interpersonal skills, with the ability to engage and support team members.

• Strong problem-solving skills, with a proactive approach to identifying and addressing issues.

• Highly responsible and committed to team success, particularly with travel and operational support.

• Eagerness to learn and contribute to company initiatives and process improvements.

• Adaptability to a fast-paced, changing startup environment.

• Detail-oriented, with a focus on quality and accuracy in all tasks.

Interested in Applying?

Pulsenics is committed to maintaining a diverse work environment and is proud to be an equal opportunity employer. We strongly believe that the diversity of our employees is one of our greatest assets, and, to that end, are committed to fostering an inclusive and welcoming work environment.

All qualified applicants, regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status are encouraged to apply.

If you have any accessibility requirements or concerns regarding the hiring process or employment with us, please notify us so we can provide suitable accommodation.