Administrative Assistant

Description

Pay

• $41,000–$50,000 a year

Shift and schedule

• 8 hour shift

• Monday to Friday

Location- London, ON N5V 3N6

Benefits

Pulled from the full job description

• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Position Overview:

The Administrative Assistant is a dynamic office contributor who assists with the day-to-day operations of the business with specialties in human resources and finance. This position reports directly to the HR Manager and Controller

Responsibilities and Accountabilities:

Human Resources

• Collects and organizes employee job cards daily; reviews time punches from the clock-in system and makes necessary adjustments for payroll processing.
• Enters employee time into company Intranet system using Mass Entry.
• Supports the recruitment process by posting job advertisements, screening resumes, scheduling job interviews, checking references, and preparing interview templates.
• Assists Health and Safety Committee, and tracking of open safety projects.
• Maintains and files employee information in various systems by entering and updating employment and status-change information.
• Monitors and manages Company attendance and vacation tracking; receive and track all vacation, sick and time off requests for hourly employees and coordinate with payroll to ensure accuracy of information.
• Assists with benefit administration including the processing of new enrollments, terminations, and changes.
• Assists with organizing and planning company appreciation events.
• Drafts department correspondence (employee handbooks, policies etc.)
• Answers all employee inquiries and directs them to the appropriate department as needed.
• Completes special and ongoing Human Resources projects and activities as assigned through Human Resources Manager.
• HR and Brand Marketing - Social media (LinkedIn, Facebook) and internal branding.
• Tracks and organizes IT equipment.
• Tracks employee uniforms. Enters new employees into uniform system.
• Assists in onboarding process. Sets up employee files for new recruits, aids in orientations, and enters new employees into system.

Office Administration

• Answers 3-line telephone. Company expert on Avaya Phone System. Labels and programs employees’ phones, voicemails etc.
• Arranges catering orders for staff meetings, lunches, etc.
• Answers door when general visitors arrive or when informed of a scheduled visit by management – appropriate personnel is notified of visitor via page/phone/email.
• Administration lead on printers/photocopiers and maintenance of office equipment.
• Project Management assistance for various ADJ Industries and executive projects.
• Purchasing of office supplies.
• Greets customers and visitors on site and follows guest sign-in procedures.
• Maintains an acceptable level of performance by following established policies and procedures, and participating in continuous improvement efforts by supporting and implementing new ideas.
• Sets a positive example by maintaining a respective attitude, cooperating with co-workers, management, and internal and external customers to be a productive team member and help meet established departmental and Company goals.
• Wears appropriate personal protective equipment at all times when required, reports any personal workplace injuries to direct supervisor immediately, and reports safety issues to direct supervisor or HR Manager as soon as possible.
• Reports to work for regularly scheduled shifts on time and ready to work while following all company policies and health and safety procedures.
• Effectively gives and receives feedback, willingly asks questions and seeks direction when needed, and accepts responsibility of sharing skills and knowledge with other employees.
• Perform all other duties as may be assigned from time to time

Finance

• Organize and control packing slips, invoices, various other documents pertaining to accounts payable function until ready for processing
• Completes special and ongoing Finance projects and activities as assigned through the Plant Controller.
• Process incoming mail and send to appropriate personnel.
• Employee expense statements/reports.
• Collect and organize purchase receipts for visa reconciliations.
• Generate daily report of all open work orders.
• Enter and file invoices into company intranet system.

Qualifications:

• Must meet the requirements of the Canadian Controlled Goods Security Assessment Application as per Section 15 of the Controlled Goods Regulations, SOR/2001-32
• Recent graduates with relevant education are welcome to apply (Business Administration, Human Resources, Accounting or Clerical Diploma preferred).
• Experience working in an office environment preferred.
• Demonstrated computer proficiency, including Microsoft Office (Excel) required.
• Self-motivated, the ability to work independently, and within a team environment with strong follow up, organization and prioritization skills and excellent attention to detail.

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