Administrative Assistant
POSITION SUMMARY: This position provides general administrative support and reception for all AVIF related entities, including Flowpoint Environmental Systems LP, AVIF Support LP and Place For Your Stuff LLP.
While serving as reception, this position is, typically, the first point of contact for visitors and callers (clients and suppliers) to the office – and is critical to providing a favorable impression of the company.
SPECIFIC ACCOUNTABILITIES: Note that the following is a guideline, and other responsibilities & duties may be assigned as appropriate.
ADMINISTRATIVE
- Performs routine office support functions and filing, maintains filing system, and prepares new file folders and labels.
- Performs documentation updates, creation of new documents, formatting, and document retention according to company processes and procedures.
- Provides administrative support to management and other staff, as requested.
- Assists with planning and coordinates company functions and events.
RECEPTION
- Greets and directs visitors to appropriate personnel, answers phones and direct calls.
- Receives couriers, sends and tracks shipments (office correspondence only), labels, cover letters, opens and date stamps mail, and sorts invoices.
- Researches and compares prices for office supplies.
- Orders and distributes office supplies and organizes and maintains stock in supply room.
- Purchases and maintains kitchen, washroom, and janitorial supplies.
PLACE FOR YOUR STUFF (“PFYS”)
Primary customer service representative for PFYS including:
- Answering incoming calls and replying to all voicemail and text messages
- Maintaining [email protected] email and replying to all email inquiries
- Monitoring suspicious customer accounts
- Meeting customers on-site to show units and answer questions
- Onsite assistance including inspection of units and finalization of move-out
- Monthly facility walk through with facility manager
- Maintaining customer relations and monitoring PFYS accounting software, customer account set up, issuing invoices, running daily reports, accepting payments, issuing refunds, issuing fees, and following up on accounts receivable
- Submitting lease terminations and following up with evicted tenants
- Reporting all break-in’s and thefts to RCMP and assist RCMP with investigations as required from time to time
- Ordering facility supplies, and liaising with snow contractor as required from time to time
- Participating in strategy development and marketing
- Assisting with upkeep of facility during visits as required from time to time
GENERAL
- Supporting, promoting and following corporate Core Values, Policies and Processes is a condition of employment.
KEY LIAISONS
Internal: Office staff
External: General Public, Couriers, Clients
EDUCATION REQUIREMENTS
EXPERIENCE REQUIREMENTS
- 3 years related work experience
TECHNICAL COMPETENCIES / REQUIREMENTS
- Adept at Microsoft Windows, Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Current Driver’s License and reliable vehicle
NON-TECHNICAL COMPETENCIES
- Teamwork: Work on projects as part of a team, exchanging ideas and contributing skills that complement those of the other team members. Fulfill commitments to team members.
- Work ethic: Can be trusted to handle a fair workload, meet deadlines and commitments, and accept responsibility for actions. Demonstrate ability to work independently.
- Interpersonal skills: Be sensitive to the needs, feelings and capabilities of others. Approaches others in a non- threatening and pleasant manner, and treats them with respect.
- Quality of work: Demonstrate concern for the accuracy and quality of work, and takes steps to correct mistakes and improve the overall product.
- Oral and written communication: Work requires professional written and verbal communication and interpersonal skills.
- Ability to motivate: Ability to motivate teams to produce quality materials within tight timeframes and simultaneously manage several projects. Ability to participate in group meetings.
WORK CONDITIONS
- Working conditions are normal for an office environment. This position may require occasional evening and/or weekend work. For PFYS, there is some limited outside work at PFYS site in all seasons as required from time to time.
- Requires prolonged sitting and good manual dexterity for computer keyboard. Intense visual concentration (computer) about 80% of the time.
- Work pressures, interruptions and disturbances in workflow and schedules are expected and occur frequently.
- Requires coordination of numerous activities and groups of people who need to cooperate to achieve maximum efficiency.
Job Type: Full-time
Pay: $48,000.00-$60,000.00 per year
Schedule:
Education:
- Secondary School (preferred)
Experience:
- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)
Work Location: Hybrid remote in Morinville, AB
Expected start date: 2024-09-02
