Job Description
Job brief
CC Safety is looking for an Administrative Assistant to join our team to undertake a variety of office and clerical tasks. You will be an integral part in ensuring that our operations run smoothly and are successful in supporting our business activities. The goal is to ensure operational efficiency, add maximum value to the organization, and contribute to driving sustainable growth.
Reporting to the Business Owners you will be an essential part of the CC Safety team. You will be tasked with managing a variety of responsibilities that align with ensuring smooth operations and client satisfaction. As a salaried Administrative Assistant, working from your personalized home office, you will have a steady income, be able to set your own hours, overseeing the development of procedures, implementing, and evaluating them with team members to improve overall efficiency.
As a team member of a growing business, your responsibilities will cover a wide range of expertise. In your role as an efficient Administrative Assistant, you will lean on your sound judgment, effective communication and problem-solving skills, to patiently to deal with all aspects of your job. This positions range of responsibilities include providing support to team members, facilitating communications with clients, managing supplies, company, and client document control, to preparing and sending training documents, invoices, completing basic bookkeeping, tracking accounts receivables and payables. Tasks such as payroll, paying invoices, time tracking, managing expenses, will not make up part of the job duties to begin with, however, may be added later depending on operational needs and position capacity.
The ideal candidate will be competent in prioritizing and working with little supervision. You will be self-motivated and trustworthy and have experience with a variety of office software (email tools, spreadsheets, bookkeeping, and databases) and be able to accurately handle administrative duties. The successful applicant will be required to undergo a security check and sign non-disclosure agreements with respect to our business and select clients upon request. Previous experience as a front office manager or office administrator is an advantage.
Responsibilities
- Serve as the point person internally and for client support.
- Schedule meetings and appointments.
- Organize office operations and procedures.
- Monitor office supplies inventory and place orders.
- Coordinate activities and operations to ensure efficiency.
- Manage phone calls and correspondence (e-mail, letters, packages etc.).
- Create and update records and databases with personnel, financial and client data.
- Maintain files and records with effective filing systems.
- Assist in the onboarding process for new hires.
- Support team members with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.).
- Manage agendas/travel arrangements/appointments etc. for managers.
- Support budgeting and bookkeeping procedures.
- Perform basic bookkeeping activities and update the accounting system.
- Track day to day financial transactions, including verifying, classifying, computing, posting, and recording accounts receivable and accounts payable.
- Send invoices, training records, evaluations, reports, and expiry reminders to clients.
- Reconcile the accounts receivables to ensure that all payments are accounted for and properly posted.
- Facilitate payment of invoices due by sending bill reminders and contacting clients or CC Safety management for follow-up.
- Process credit card payments from clients.
- Generate financial statements and reports detailing accounts receivable status.
- Provide general support to clients.
- Create, send, and track training certificates for clients.
- Manage documentation and data control with respect to client files.
- Assist in the submission of timely reports and preparation of presentations/proposals as assigned.
- Support other team members with report reviews, document formatting, and feedback as required.
- Deal with minor customer complaints or issues and redirect others to management.
- Provide basic IT support to employees and Coordinate with IT providers in depth support.
- Perform any other duties that may be required from time to time to help in the advancement of Health and Safety internally and with clients.
Qualifications
- Proven experience as an Office Manager, Front Office Manager or Administrative Assistant.
- Strong organizational and leadership skills with the ability to prioritize and multi-task.
- Excellent written, verbal communication, and interpersonal skills.
- High degree of accuracy, attention to detail with problem solving skills.
- Reliable with patience and professionalism.
- A creative mind with an ability to suggest improvements.
- Working knowledge of office equipment (e.g., printer, scanner, laminator, bindings, etc.).
- Proficiency in MS Office (MS Outlook, Word, Excel, PowerPoint in particular).
- Familiarity with email scheduling tools, virtual meetings, and shared files.
- Solid understanding of basic accounting principles and use of accounting software (Sage).
- Proven ability to calculate, post and manage accounting figures and financial records.
- Data entry skills along with a knack for numbers.
- Diploma in Office Administration or combination of related training and work experience.
- Experience with health and safety, trucking safety, fire safety, or customer service would be a bonus.
- Previous experience with document and data control in a management system is an asset.
Salary
- Full Time, Permanent.
- Salary position.
- Home Office.
- Flexible Hours.
- $40,000.00 to $50,000.00 range.
- Actual Salary commensurate with experience.
We thank all applicants for their interest, however only those selected for an interview will be contacted.
Job Types: Full-time, Permanent
Salary: $40,000.00-$50,000.00 per year
Benefits:
- Flexible schedule
- Work from home
Flexible Language Requirement:
Ability to commute/relocate:
- Halifax, NS: reliably commute or plan to relocate before starting work (preferred)
Education:
- Secondary School (preferred)
Experience:
- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)
Language:
Shift availability:
Work Location: In person
Application deadline: 2023-07-29
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