Job description
Office Assistant/Order Desk Clerk
Doro Inc. is an Ottawa based small business which sells retail security products across Canada and our patented evacuation chairs internationally. The Office Assistant/Order Desk Clerk role is pivotal in maintaining the smooth operation of our office. This multifaceted position not only involves general office management and answering phones but also extends to detailed tasks such as processing orders, inventory control, and shipment tracking. The ideal candidate for this role is expected to be highly detail-oriented, capable of multitasking, and adept at learning new processes. Strong communication skills, proficiency in office software, and the ability to work under pressure are essential. Additionally, the role demands a high level of discretion with confidential information and the ability to prioritize tasks effectively. This is a Monday to Friday in-person, on-site position from 9am to 4pm.
Responsibilities:
- Organize and manage office operations, ensuring files are maintained and office supplies are ordered as needed.
- Execute administrative tasks including filing, copying, and scanning documents.
- Handle incoming calls, take detailed messages, and address customer inquiries regarding their orders.
- Efficiently process orders received via phone, email, or online portal, adhering to Doro's procedures and guidelines.
- Review, fill, and prepare orders for shipping, verifying the accuracy and completeness of all information.
- Manage financial transactions by emailing and printing estimates or invoices, processing credit card payments, and coordinating with Accounts Receivable.
- Generate shipping labels, oversee delivery tracking, and ensure timely dispatch of products.
- Coordinate with suppliers to place purchase orders, maintain inventory levels, and forward invoices to Accounts Payable.
- Liaise with other departments to guarantee product quality, competitive pricing, and high levels of customer satisfaction.
- Keep contact lists up-to-date and organized.
- Develop/create brochures using Publisher or Canva for bulk email lists, and maintain a social media presence by creating content and posting on platforms such as Facebook, Instagram, and LinkedIn.
- Assist with live meetings using Zoom, Skype, Teams or WebEx with customers on the proper use of our evacuation chairs
- Undertake additional responsibilities and tasks as required.
Skills & Requirements:
- Proficiency in office administration and knowledge of relevant systems and procedures.
- Familiarity with office equipment, including printers and fax machines.
- Strong time management abilities with a focus on multi-tasking and prioritization.
- Keen attention to detail coupled with robust problem-solving skills.
- Exceptional written and verbal communication capabilities.
- Fluency in English, with proficiency in additional languages considered an asset.
- Required expertise in Microsoft Office applications such as Word, Outlook, and Excel
- Required knowledge of Quickbooks
- Preferred experience with social media said the CRM HubSpot
- Preferred experience using Publisher, Canva, Teams, Zoom, Skype, as well as WebEx
- Willingness to adapt and learn in our fluid environment and ability to manage stairs and lifting 5-30lbs.
Job Types: Full-time, Permanent
Pay: $20.00 per hour
Expected hours: 35 per week
Benefits:
- Casual dress
- On-site parking
Flexible language requirement:
Schedule:
- Day shift
- Monday to Friday
- No weekends
Ability to commute/relocate:
- Nepean, ON K2E 7J5: reliably commute or plan to relocate before starting work (required)
Experience:
- Administrative experience: 1 year (required)
- QuickBooks: 1 year (required)
- Microsoft Excel: 1 year (required)
Work Location: In person
