Provide a full range of Branch Administration activities by managing the office needs; ensuring Market Vice President is fully supported, while maintaining a superior level of confidentiality and professionalism
SUMMARY OF KEY RESPONSIBILITIES
1.Reception – Answer /direct calls, greet visitors and have them sign in.
2.Office Organization – Ensuring office has everything it needs for daily optimal operation.
3.Assist Managing Director – Assist MD with communications, travel arrangements, and meeting scheduling.
4.Health and Safety - Represent Branch as a certified member of the Health and Safety Committee.
KEY RESPONSIBILITIES / DUTIES
Answer and direct calls.
Distribute mail to office employees.
Distribute pay-stubs to managers for their teams.
Greet visitors and have them sign in, and fill out health and safety waiver. Give visitors a visitor badge to wear. Offer guests coffee/water.
Mail Room: Maintenance of Neopost machine, mail room supplies, stamp and send all outgoing mail. Order Purolator supplies and arrange payment of account.
Supplies : maintaining, ordering and managing for all teams and branches
Property Management: liaison with property manager/owner if building is leased. If owned then BA is responsible to hire/coordinate with contractors on building maintenance needs.
Vendor liaison/coordinator for all locations
Maintain phone system: voicemail set up, extension set up and deletion.
Security and Site management/after hours emergency contact for Security company.
HR liaison for new hire and terminations, (return of equipment and security access badges)
Set up ID badges & security swipe cards for new hires, and cubicle assignment.
Demo room contact, Vcare, maintenance and supplies
Assist Managing Director/Sales Managers:
Assist MD/Sales manager with letters, and e-mail correspondence.
Meeting requirements, projector/ room bookings and ordering lunch if needed.
Health and Safety Committee:
Health and Safety Committee lead and WSIB certified member
oFirst Aid Certified (Representative)
oWSOP trainer for Admin staff and Service Technicians
oScheduling health and safety meetings, fire drills maintain the up keep and updating of the health and safety board
New Hire orientation and Health and Safety tours
Minimum of grade 12 secondary school diploma
Strong written and verbal communication skills
Excellent customer service and interpersonal skills
Ability to partner with sales representatives and leaders
Excellent problem solving skills
Ability to take initiative to solve a problem and recognize the correct avenues for support
High degree of confidentiality and administrative excellence