Position: Administrative Assistant
Reports To: Director, Procurement & Service Delivery

JOB SUMMARY
The Administrative Assistant reports to the Director, Procurement & Service Delivery and is responsible for providing administrative support to the organization as a whole in addition to the completion of various projects.

DUTIES & RESPONSIBILITIES

Accounting

• Audit monthly additions, changes, deletions within automated billing system
• Conduct receivables collections as assigned
• Act as backup for A/P and A/R
• Reconcile supplier accounts
• Create item types in AccPac as requested
• Address billing and contract inquiries and perform general customer service

Sales Support

• Provide support for the sales and marketing department, including acting as coordinator for events and sourcing/distribution of promotional materials
• Assist with the distribution and collection of Customer Care surveys (both ad hoc and ongoing surveys)

Supplier Relations/ Contract Maintenance

• Provide assistance in maintaining Cisco Certifications and AKN Channel Partner status
• Responsible for contract renewal for AKN core equipment and maintenance items (Datacore, Orion, etc.)
• Manage Smart Net renewals process (maintenance contract renewals)

Organization-wide Support

• Assume lead role for inter-company events co-ordination and execution
• Maintain the company Admin SharePoint site.
• Provide back-up support as required and complete independent projects and additional tasks as required.
• Participate in the development and implementation of new processes, including forms creation.
• Maintain efficient filing system for customer, supplier and miscellaneous files
• Miscellaneous office duties such as:

-Maintain office supply inventories.
-Oversee courier deliveries.
-Open and distribute daily mail.
-Assemble bank deposits
-Maintain administrative PO System
-General office maintenance (e.g. physical appearance of office/kitchen area, maintenance of coffee station, etc.)
-Co-ordinate repairs to office equipment
-Order office supplies and maintain office supply cabinet

SKILLS & EXPERIENCE

• At least three (3) years experience of Office Administration or similar work experience
• Proficient in Word, Excel, & Outlook. Ability to learn new systems as they relate to position.
• Experience with Sharepoint an asset
• Previous Accounting support experience is a definite asset

BEHAVIORAL COMPETENCIES

• Fluent in spoken and written English, including strong grammar skills
• Ability to communicate effectively
• Strong analytical and problem-solving skills
• Ability to multitask
• Knowledge of the principals and practices of organization, planning, records management and administration
• Ability to communicate effectively
• Outgoing and positive team contributor
• Ability to work well either alone or as part of a team

WORKING CONDITIONS

• Majority of work takes place in comfortable office environment. Occasional lifting of light boxes and equipment required.