Administrative Assistant and Front Desk

  • Post Date: October 4, 2017
  • Applications 0
  • Views 75
Job Overview

Summary of Position:


Responsible for providing front line support to all incoming phone calls and visitors to the company, provide support to the Management Team, manage and process the mailing, investigating unprocessed shipments and processing customer payments and collaborate with the accounting department with the account payable and receivable administration.




Ø Reception

  • Receives and screens information, visitors and phone calls and direct accordingly;
  • Sort and distribute mail and incoming faxes for staff;
  • Open and unlock front doors

Ø Office administration

  • Arrange and handle all courier deliveries and outgoing mail;
  • Order Office supplies and assist in negotiation of new office suppliers/vendors;
  • Screen potential supplier phone calls – request them to forward company information via mail or e-mail;
  • Manage vending and coffee machine supplies;
  • Assist in maintenance of copier and fax equipment;

Ø Prepare and/or draft correspondence – memos, quotations, purchasing, sales and financial related documents; on behalf of senior managers, as requested;

Ø Update and Post the New order and sales report on the bulletin board every morning.

Ø Personal assistant to President / CEO

Ø Maintain accounting filing system of all correspondence, presentations and other documents on a regular basis;

Ø Schedule and make necessary arrangements for meetings with managers, staff, customers and other external visitors: § Ensure proper equipment is available;

  • Confirm reservations and arrange accommodations, as required;
  • Coffee, lunch and other, as required;

Ø Schedule, post note and order cake for birthday celebration once a quarter.


Accounts Payable/Receivable

Ø Input incoming cheques and cash from Toronto and Montreal locations

Ø Balance Toronto Store on a daily basis.

Ø Investigate any outstanding bills.

Ø Place credit calls to our customers for payment, understand and communicate issues if customer is having financial problems

Ø Make notes on the A/R sub ledgers and follows up when people have made promises to pay

Ø Match invoices to receiving documents, packing slips and bills of lading;

Ø Clear invoices against system generated receiving report used for control and accrual purposes;

Ø Investigate invoice/receiving discrepancies with Purchasing Department;

Ø Input debit notes prepared by Purchasing for returned goods and short shipments;

Ø Ensure all A/P and Purchasing debit notes are processed and accounted for;

Ø Receive vendor credit notes, match all debit notes and process, where applicable;

Ø Receive and distribute vendor expense invoices for authorization;

Ø Prepare invoices for weekly check runs, as requested;

Ø Liaise with vendors to resolve issues as required, for example, outstanding invoices and payment discrepancies;


Invoice and Credit Note Processing:

Ø Mail invoices and credit notes to customers, file s/o by invoice, by day in control file

Ø Generate customer invoices by “releasing” shipping orders when required.

Ø Input credit notes, ensuring proper authorization and support when required

Ø Keep track of credits returned to supplier to ensure that goods are returned or a credit is received from supplier when required.



Ø High school or equivalent and/or community college diploma required. Diploma in Accounting would be an asset, but not mandatory;

Ø Numerical literacy and ability to work in a Microsoft Suite environment, capable of using Word, Excel competently

Ø Strong English oral and written communication skills;

Ø Bilingualism is an asset, but not a requirement.


Personal Characteristics & Skills:

Ø Ability to communicate effectively verbally to our customers and suppliers and our service providers, main point of first contact with the company

Ø Work in a lean environment, good team player and is not afraid to ask questions

Ø Friendly, engaging, energetic person, who has the ability to multi task several tasks at once. (for instance: Answer the phone, receive and call our customers for payment of their account, and at the same time setup a meeting room for guests and visitors and prepare goods to be mailed or sent out by courier)

Ø Keen attention to details

Ø Ability to take direction and work with minimal supervision;

Ø Ability to learn a comprehensive enterprise system and be a self starter

Ø Quick on feet and able to solve routine problems independently

Ø Desire to grow and learn different facets of the business


Pay Rate: $30,000- $35,000 per year (Negotiable)
Position: Temp/Perm
Location: St. Clair/Weston Road

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