We currently have an opening for an Office Manager based at our Head Office, located in the Downtown Toronto area. The Administrative Assistant will provide administrative and office support activities for multiple supervisors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing and faxing. Occasionally, they will have to run errands and a car would be beneficial to have. Extensive software skills are required, as well as Internet research abilities and strong communication skills. Candidate must be a self-starter and display initiative, work well as a team member in order to succeed in this evolving and fast paced role.
-Relieve senior management of administrative details.
-Respond to and follow up with incoming tasks in a timely fashion.
-Keep projects on schedule and manage time effectively.
-Maintain a high level of professionalism and courteousness in all work related activities
-Receive and direct office guests.
-Coordination of general office activity, errands and tasks.
-Scanning, printing, faxing.
-Routinely re-order office supplies and track inventory.
-Retrieve messages from voicemail box daily.
-Answer all incoming calls.
-Answer general inquiries within your ability.
-Accurately and thoroughly record and distribute inquiries.
-Client follow up calls as required.
-Enter client reservation requests using online reservation software with extreme accuracy.
-Facilitating client service requests, independently or within a team.
-Maintain strong knowledge base of Company history and services.
-Carefully create and maintain client files.
-Build rapport and loyalty with clients.
*Composition and distribution of client invoices.
*Follow-through on A/R.
*Process credit card transactions.
-Maintain and Improve general filing system - paper and electronic.
-Create and manage calendars and task reminders.
-Complete incoming tasks and report status updates.
-Maintain client management system.
-Compose correspondence and memorandums.
-Collect and assess incoming mail for appropriate distribution.
-Meeting attendance and composition of detailed meeting minutes.
-Proof-reading and editing documents.
-Assist with recruiting process.
-Prepare materials for new hires.
-Assist with general employee inquiries.
-update twitter, facebook page, and instagram
* The person who applies to this role will be working with a small back office that runs a growing company with employees working at locations throughout the city. Therefore, we highly stress that this individual understands that they will have to be accepting of this support role to the management within the back office. **
Good luck to all applicants!