Accounting and Administrative Assistant

Job Description

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Summary

The Administrative Assistant position provides direct support and assistance to the CFO and VP, Engineering. As required this position also provides assistance to Senior Management and other administrative staff. 

​The position reports directly to the CFO.
 
Internally, this position must work closely with senior executives, department managers and administration staff to ensure corporate goals is met and quality customer service is provided.

Key Accountabilities and Responsibilities

Accounting and Purchase Order Processing:

• Enters invoices into accounting system and ensures they are properly authorized.
• Assists with preparation for annual audit and provides information to external auditors, as requested.
• Creates purchase orders and ensures proper authorization in place prior to issuing Purchase Orders.
• Maintains Purchase Order Log and copies of original Purchase Orders.
• Distributes approved Purchase Orders to vendors.
• Assists with sourcing and tracking of non-inventory purchases.
• Monitors Purchase Order process to identify areas of improvement.

  
Administration:

• Assist the CFO in book keeping activities.
• Purchase order processing.
• Assists with coordination of travel arrangements for Ventripoint guests.
• Assists with company meetings and events.
• Coordinates the ordering
• Assists with coordination of repair/maintenance of office equipment, coordinating with building maintenance when necessary.
• Maintains courier waybills to be attached to incoming courier invoices.
• Maintains administrative files as directed.
• General office management including ordering of office supplies.

 
Reception:

• Answers incoming calls and directs to appropriate personnel.
• Receives and announces guests in an appropriate manner.
• Maintains kitchen area and orders office supplies as required.
• Coordinates processing of incoming and outgoing mail, faxes, couriers.
• Maintains/updates employee Directory listings.
• Arranges couriers for pickups & deliveries.
• Tracks courier shipments as required.

Knowledge, Skills and Experience Required

Education:

• Minimum High School diploma required.
• Post-secondary courses related to business, computers and office administration desirable.
• Professional telephone training an asset.

Knowledge/Experience: 

• A minimum of 2 years office experience or equivalent preferably within the high-tech industry
• PC experience in Windows environment with Microsoft Office applications
• Previous experience with telephone system software an asset
• Previous experience with Accounting and MRP software an asset.

 
Skills: 

• Knowledge, skills, academic training and experience in business administration
• Excellent oral and written English communication skills
• Excellent business writing skills and good business sense
• Excellent priority setting and organizational skills

 
Attributes:

• Ability to handle tasks concurrently rather than sequentially
• Ability to take initiative
• Ability to adapt to constantly changing environment
• Able to multitask and prioritize workflow
• Ability to meet tight deadlines and work well under pressure
• Ability to maintain a high level of energy and a sense of urgency
• Excellent attention to detail, preservation and follow-up
• Ability to work independently as well as be a team player

 

​Disclaimer
 The above information on this job description and specification has been designed to indicate the general nature and level of work performed by employees within this job.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.