Administrative Assistant Jobs

Company Description
We are SGS – the world’s leading testing, inspection, and certification company. We are recognized as the global benchmark for quality and integrity. Our 96,000 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer, and more interconnected world. In Canada, SGS employs over 2,000 team members across 70 locations.

This position provides office support to a variety of departmental professionals and mid-level to senior manager and department heads.

• Keys in, edits, proofreads and finalizes reports, statements, invoices, forms, presentations and other documents, using computer systems and software (currently LIMS, BOSS, KRONOS) as required.
• Maintains and prepares reports from manual or electronic files, inventories, mailing lists and databases.
• Follow up with clients for trade references, pre-payment invoicing.
• Policing and training of timecards with employees.
• Arranges luncheons, meetings and client functions, and co-ordinates attendees.
• Provides mutual back-up support to other administrative staff as required.
• This position operates under limited supervisor. Often assigned tasks to lead to completion and work independently.
• Bills receivables through the current financial systems.
• Handling external or internal communication or management systems.
• Arranges travel and accommodation reservations where required.
• Organizing, arranging and coordinating meetings when required.
• Generates weekly and monthly billing reports where required.
• Maintains payable and receivable accounting files.
• This position provides office support to a variety of departmental professionals and mid-level to senior manager and department heads.
• Fill out all paper and electronic requests for new hires and leavers.
• Determine process and verify software applications, receipts, expenditures, forms and other documents.
• Vacation/absence responsibility to back-up the Supervisor.
• Group timekeeper on both Kronos and Boss (current systems).
• Open projects in Oracle where required.
• Sourcing and creating purchase requisitions, back up approvals for Department Manager handling of Purchase Orders and receiving of goods and services.
• Incumbents must be capable of multi-tasking to meet the department needs of working with multiple managers and assignments simultaneously.
• Classify, code, cross-reference, log and store records.

Qualifications

• Demonstrates excellent verbal and written communication skills including grammar and composition.
• Education: College Diploma or equivalent post-secondary training / experience.
• Must be able to read, understand and follow work instructions in a safe, accurate and timely manner.
• Works well under pressure.
• Ensures full compliance with the company’s Health & Safety, Code of Integrity, and Professional Conduct policies.
• Able to train staff in use of various software where required.
• Extended hours may be required from time to time.
• Specific technical skills: Knowledge of good financial administration procedures.
• Proven ability to manage and coordinate multiple projects in a fast-paced, highly professional environment.
• Ability to work well with others & independently with proven leadership skills
• Proven time management skills and a strong attention to detail.
• Work on tasks on an ad hoc basis.
• Candidates must have advanced proficiency in using various type of computer software (Word, Excel, PowerPoint, Outlook etc.).
• Experience: 5 or more years of previous working experience in an Administrative related role desired.

Additional Information
SGS Canada is an equal opportunity employer and we are committed to achieving greater accessibility by providing accommodation for people with disabilities during our hiring process. Accommodations are available on request for qualified candidates during each stage of the recruitment process.
Please note that candidates applying for Canadian job openings should be authorized to work in Canada.