Administrative Assistant
Advanced Knowledge Networks - Toronto, ON

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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.

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