Receptionist/Administrative Support

SGS; Mississauga; On-site; CAD 35,000 - 50,000; Full time

Job summary

A global testing and inspection company in Mississauga is seeking an Administrative Assistant to manage front desk operations, maintain office supplies, and coordinate travel arrangements. The ideal candidate has a college diploma and a year of relevant experience. Proficiency in Microsoft Office and strong communication skills are essential for success in this fast-paced environment.

Qualifications

• 1 year of previous working experience in an Administrative role.
• Must read, understand and follow work instructions accurately.
• Proven ability to manage multiple projects.

Responsibilities

• Manage front desk switchboard and direct calls.
• Maintain inventory of office and printing supplies.
• Arrange travel and accommodation reservations.

Skills

Communication skills

Proficiency in Word, Excel, PowerPoint, Outlook

Time management

Ability to work under pressure

Leadership skills

Education

College Diploma

Tools

Oracle applications

Job description

Overview

We are SGS – the world's leading testing, inspection and certification company. We are recognized as the global benchmark for sustainability, quality and integrity. Our 99,600 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer and more interconnected world.

Responsibilities

• Responsible for front desk switchboard, answers telephones and direct calls as needed.
• Ensure all Visitors are recorded in the Visitors logbook and provide an assistance including WIFI access and general needs
• Manage inventory of office and printing supplies.
• Open all in-coming mail, courier all vendor invoices to Head Office on weekly basis, redirect other mail to the appropriate person on-site.
• Sorts material that is to be filed according to particular filing systems.
• Manages outgoing mail and redirects incoming mail to the appropriate person.
• Assign, update and maintain employee lockers
• Order new hire lab coats, safety shoes and PPE glasses
• Update Employee Distribution List in Outlook
• Assign key fobs and Kronos cards to new employees
• Allocate lockers to new staff and keep the locker list up to date
• Initiate IT User Request Access for new hires
• Ensure new hire welcome package is prepared ahead of the start date
• Manage Meeting Room bookings through Outlook
• Ensures smooth operation of office/kitchen supplies, office equipment and machinery, and arranges for any maintenance and repair work.
• Arranges luncheons, meetings and client functions, and co-ordinates attendees.
• Arranges travel and accommodation reservations.
• Arranges shipping needs.
• May be required to pick up food from nearby store for client meetings.
• Responsible for Iron Mountain – sending and retrieving files
• Responsible for coordinating with Shredding Company.
• Responsible for verifying WorkFlowGen requests from the laboratory
• May be assigned special or ad hoc projects, periodically.

Qualifications

• Education: College Diploma
• Experience: 1 year of previous working experience in an Administrative related role
• Must be able to read, understand and follow work instructions in a safe, accurate and timely manner.
• Candidates must have proficiency in using various type of computer software (Word, Excel, PowerPoint, Outlook etc.).
• A solid understanding of Oracle applications would also be an asset.
• Proven ability to manage and coordinate multiple projects in a fast-paced, highly professional environment.
• Demonstrates excellent verbal and written communication skills including grammar and composition.
• Ability to work well with others & independently with proven leadership skills
• Proven time management skills and a strong attention to detail.
• Works well under pressure.
• Ensures full compliance with the company’s Health & Safety, Code of Integrity, and Professional Conduct policies.

Additional Information

SGS is an Equal Opportunity Employer, and as such we recruit, hire, train, and promote persons in all job classifications without regard to race, color, religion, sex, national origin, disability, age, marital status, sexual orientation, gender identity or expression, genetics, status as a protected veteran, or any other characteristics protected by law.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skills, and/or abilities required.

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts the company’s rights to assign or reassign duties and responsibilities to this job at any time.

If you are applying for a position within the United States and you have difficulty completing the on-line employment application because of a disability, please call 201-508-3149 for assistance and leave a message. You will receive a call back. Please note, this phone number is not for general employment information, but is only for individuals who are experiencing difficulty applying for a position due to a disability

All your information will be kept confidential according to EEO guidelines