Administrative Assistant

The Role

The Administrative Assistant plays a crucial role in supporting the efficient operation of the general office with a focus on the rebate process. This role involves administrative tasks such as data entry, documentation management, communication with stakeholders, assisting in the coordination of rebate-related activities and providing support to office and sales staff.

The ideal candidate should possess excellent organizational skills, attention to detail, and the ability to work effectively in a fast-paced environment. The Administrative Assistant will be the first point of contact must project a professional image through in person, phone and electronic interactions.

Responsibilities

• Administrative Support: Provide general administrative support to the entire office staff, including scheduling meetings, preparing correspondence, managing supplies and reception
• Reception: Managing incoming calls, directing them to the appropriate person or department, and taking messages when necessary
• Handling Correspondence: Sorting and distributing mail, emails, and faxes, as well as responding to general inquiries
• Data Entry: Accurately input rebate information into the database or spreadsheet system, ensuring completeness and correctness of data
• Documentation Management: Organize and maintain rebate documentation, including receipts, invoices, and other relevant records, ensuring easy retrieval and compliance with company policies
• Communication: Serve as a point of contact for rebate inquiries, both internally and externally. Communicate with customers, vendors, and other departments to gather necessary information and resolve issues in a timely manner
• Reporting: Assist in generating reports on rebate activities, including redemption rates, trends, and discrepancies, to provide insights for decision-making purposes
• Coordination: Support the coordination of rebate-related tasks, such as processing applications, verifying eligibility, and issuing payments or credits
• Process Improvement: Participate in the continuous improvement of rebate processes and procedures to enhance efficiency, accuracy, and customer satisfaction

Background Experience, Skills and Education

• High school diploma or equivalent
• Proven experience in administrative support roles, preferably in a finance-related environment
• Strong organizational skills with the ability to prioritize tasks and manage time effectively
• Excellent attention to detail and accuracy in data entry and documentation management
• Effective communication skills, both verbal and written, with the ability to interact professionally with stakeholders at all levels
• Ability to work independently with minimal supervision and collaborate effectively in a team environment
• Knowledge of rebate programs, promotions, or incentives is a plus
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with database software or CRM systems
• A positive, can-do attitude
• Enjoys working with a fun and collaborative team

About Groupex Canada https://www.groupex.com/

Groupex was established in 1984 by a small group of independent restaurants. Responding to pricing competition from large foodservice chains, this group combined their purchases to earn volume discounts and rebates. Today Groupex uses the buying power of its national membership base to negotiate savings on essential restaurant supplies and services. Groupex programs cover the most essential foodservice products and services. Members save thousands of dollars on beverages, food, operational and financial programs.

Why Work at Groupex?

• A rewarding and challenging career with an established company in an exciting and fast paced industry
• A training and support structure to ensure you have the tools to succeed
• A compensation package which includes a competitive salary, a complete health benefits plan, and an RRSP investment program