Administrative Assistant
Russell Industries Corporation
Niagara Falls, ON

Daily

Check phone messages

Reply to e-mails and action accordingly

Open mail and process accordingly

Receive courier packages and process accordingly

Populate Daily Summary Report

Reconcile RIC bank account CIBC, BNS CAD & USD

Answer phone

Bi-Weekly

RIC payroll – ADP and EFT to Daniel

Weekly

Input Benefit expenses for Daniel, Tanya, Danya – MDM

BNS Transfers between companies

Wires from CIBC to BNS

RIC Accounts Payables process – Pay Vendors by Cheque, VISA, Transfers & EFT’s

Input Shareholders Expenses onto Subledger Spreadsheet

Send courier packages

Maintain Files – RIC Computer and Hard

Subsidiary Company files kept at H.O. (Taxes, Property assessments, CRA, HST etc)

Tanya Income Tax

Locust Street Accounts Payables process

Monthly

BNS Borrowing Base – Review, Consolidation, Exchange rate, Inventory etc.

RIC Visa Statement Reconciliation – CIBC & BNS

RIC Accounts Receivables process - Management fee invoices

IT Related Invoicing

Rents – CME, CBB

Loan Interest – from subsidiaries

BDC loan chargeback to subsidiaries

Locust Street Accounts Payables process

CIBC Exchange rate populate in Sage last day of the month

CIBC – USA Transferring $50K and over special rate for subsidiaries NOW BNS not set up yet

WSIB RIC reconcile/payment before the end of the month

Loans Spreadsheet – Update/review spreadsheet NEW ONE to be created

Russell Consolidation Interco and Loan on One Drive – update

Month End RIC review and Reports

Amortization Spreadsheet review/update

Account Payables - Employee Expenses

Order Office Supplies – Staples e-way

Archive e-mails in Outlook

Deposit Government cheques for Companies

Quarterly

Reminder e-mails to accounting team re Quarter F/S Final Reporting due to lenders

Assist in Quarterly report preparation by accountant to lenders

Accounts Receivables process chargeback to Subsidiaries – Bell

Purolator

Bank fees & MNP fees for consolidated

Petty Cash Reconcile – at year end

GST – RIC reconcile

GST - Locust Street

Forecast – One Drive update

Update Reception binders

Yearly

Accounts Receivables process – D&O Insurance

I H S

Sage

Javelin

WSIB yearly reconciliation

EHT yearly review/reconciliation

Consolidate Insurance Lists – Drivers

Vehicles

Properties

ADP yearly reconcile and T4’s

Budget RIC update

Collect year end requests for RIC Year End – MNP

Locust Street Collect year end requests for Year End – MNP

Scan and File Property Assessments/ Property Taxes and AEC for all companies

Yearly RIC Master Calendar review/update in Outlook

Create new hard file folders for New F/S Year

Update Signing authority spreadsheets for entities

Update contact list spreadsheets for entities

Update Organization Charts for entities

Other

New Company Acquired – open CIBC Bank Account

Add Users to Scotia connect, Tokens, access

Add to WSIB for Ontario companies

Add to LinkedIn

RBC & MDM - will this new Subsidiary be added to benefits

Add to management fee invoice spreadsheet

Reroute Property tax and Property assessment mail to Head Office

Request property taxes to be set up as Auto pay

Contact Joel Kipfer to add/link the new web site to RIC

Add contact info for this new location

Get legal Business numbers for Corporate Action sheet

Add employees that have signing Authority to spreadsheet

Add to corporate Structure Spreadsheet

Once Bob & BNS directs - Add to BLC spreadsheet

Do they require a VISA cards

Add to GPFS if using BNS

Add to insurance spreadsheets – if using Jones Deslauriers

Create Due to/from G/L’s and file folders

Add name to WSIB spreadsheet

Bob adds to Sage, creates reports, budget and sets up computers and phones if required

New Employee Added (or Employee removed) – Add to ADP

Add to Benefits RBC & MDM

Sign 7 pages (Health & Safety, Computer use etc.)

Key/Passcode

Add to WSIB payroll totals spreadsheet

Add to BNS/new token

File contact and letter of offer

Business cards? Via Garth

Set up as Vender in Sage for expenses

Add to phone message/extension

Add too & Provide contact lists re other companies

To read AODA binder sections & WSIB binder Locust St

Bob to set up e-mail address, computer, access to Sage, cell phone

Letters of Direction to CIBC – Summary of Resolution (SOR) maintenance

Signing authority maintenance

GPSF maintenance

CMO changes/updates – User ID and access company wide spreadsheet

On line as Administrator (with Jordan Hoek)

Co-ordinate CIBC CMO token renewals when old ones are going to expire

Set up Wires

Update all Company contact lists details – twice per year

Visa – change/update CIBC VISA Delegate for companies (in lieu of Daniel speaking to VISA)

Access on-line VISA’s to print/scan/Nitro to another company

Update GPFS spreadsheet when required – IE: increase user $ limit

Suspend Globe and Mail for Tanya & Daniel

Experience with Sage300, ADP Workforce Now, and accounting background is preferred but not necessary.

Job Type: Full-time

Experience:

  • Executive Assistant: 1 year (Preferred)
  • Executive Support: 1 year (Preferred)