Position Overview:
The Office & Front Desk Administrator is a key member supporting various departments and stakeholders. In this role, you will be the first point of contact for the company and handle general office duties and administrative office support.
Key Responsibilities:
Office Duties
- Print new PO’s and distribute, enter into PO & Production Schedule spreadsheet and Fishbowl.
- Forward PO’s to listed people and confirm receipt.
- Create Freight Invoices for US shipments.
- Create and send to Customs Broker - FDA Data Sheets and USMCA Certificate of Origin for new products. Update and send complete CT items list annually.
- Create courier shipments using Secure ship for packages shipped within Canada and going to the US. Create Prior Notices via FDA site for sample shipments going to the US. Track updates and delivery.
- Maintain Samples by Customer Actuals spreadsheet.
- Purchase PPE and some production supplies weekly, maintain inventory levels.
- Purchase cleaning chemicals bi-weekly, communicate with the Sanitation Team to maintain inventory levels.
- Purchase office supplies as needed.
- Help Mechanical Maintenance and GM with small purchases.
- Purchase first aid supplies and metal detectable items, communicate with QA to maintain inventory and records.
- Check Pallet orders weekly, communicate with Warehouse Manager to maintain inventory
- Organize small shipments for ON & QC
- Invoicing support for Demand Planning Manager
- Fire Drill Warden – Maintain Personnel Count list and perform duties during drill.
- Maintain Uniform count, keep main office supplied with lab coats.
Front Desk Duties
- Greet all visitors in a helpful and friendly manner
- Handle phone inquiries from internal employees and external customers
- Check general office voicemail and relay all messages to appropriate staff
- Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence
- Maintain logs for subtrades to pick up cheques
- Exhibit polite and professional communication via phone, e-mail, and mail
Required Knowledge and Experience:
- Post secondary education is required
- 2 years of administrative /office experience
- Proficiency in all Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
- Strong customer service skills
- Strong administration, record keeping and data entry skills
- Effective time management skills
- Self-Starter with distinct attention to detail and flexibility to handle diverse tasks
- Strong communication skills; written and verbal
- Ability to work independently with minimal direction
- Solid understanding of business professionalism
- Ability to exercise appropriate level of discretion and confidentiality in dealing with company matters
