Administrative Assistant - Operations

Title - Administrative Assistant- Operations

Type - Full Time (salary)

Applicant’s Location - Canada. If in Vancouver, this will be a hybrid role. Remote for other provinces.

Working hours - Full Time - PST hours

Overview:

We are seeking a self-motivated Administrative Assistant who is all about creating great experiences for our Members, thrives to achieve goals, thinks outside the box, has a strong understanding of basic mathematical calculations, and is enthusiastic about contributing to a high-growth company.

TEEMA is an award-winning, industry-leading recruitment agency dedicated to building meaningful relationships across North America. We are North American focused, but our head office is in Vancouver BC. This role is a hybrid role, but we are ideally looking for someone in Vancouver, our office is a 3-minute walk from the Yaletown Roundhouse Skytrain station!

What You Will Be Doing:

1. Applicant Tracking System (ATS) data entry and checks: As a recruiting agency, we have an internal system that houses Client, Consultant, and Contracts information. You will be one of the prime people assisting with checks, validation, and gathering of important information for our records. If any information is missing, you will assist in gathering such data; this will involve communicating with different people in our organization. These tasks will need to be completed in a timely and accurate manner. Part of the validation will include performing calculations of percentages or dollar amounts, so strong knowledge of basic mathematical calculations is needed. From time to time, you will be required to create new records in our system, based on guidelines we have around metrics for our Sales force. Assisting with data entry and checks in our ATS will be your primary task and will require lots of attention to detail, be excellent with time management and have excellent communication skills. This will be the prime task of your role.
2. Reference checks: From time to time, you might be asked to assist with placing reference check calls for candidates who require certain types of clearances
3. Special Projects & Administrative Support: You will be supporting a few other projects as well – working closely with all the departments in the Operations team (Contracts, Onboarding, Compliance, and Credentialing Departments). Projects will vary, from updating websites with specific company rate information to calling different provinces/States to gather information on new research. There are also a number of other projects that happen from time to time, we are always growing and changing, so if you know how to embrace change and adapt, this is a good place for you to work at!
4. Miscellaneous: You will be requested to help with any ad hoc duties when necessary to assist the Operations Departments at TEEMA.
5. Living by and committing to our team rules: as a team, we have a commitment to provide timely responses to our internal and external customers and with this, provide consistent messaging. We need you to follow through and keep your promises to our team. In this role, you must provide accurate information. Finally, we require all team members to show care for others, get things done right, and “own” the work they do.

Experience You Need to Have:

• Excellent time management skills.
• Pride in doing things accurately.
• Organizational skills.
• A service-oriented mindset – what this means is you are warm and outgoing, you constantly wear a smile, you don’t pass the buck, and you own your duties and responsibilities. You are able to ask for help when/if needed. Your approach must always be one of respect and professionalism and be solution-oriented.
• Strong understanding of basic mathematical calculations.
• A solutions-based approach - if you are someone who cannot handle stress or gets overwhelmed easily with lots of demands and tight deadlines, then it is best that you do not apply for this position. The qualified individual must thrive in challenging situations and be able to stay grounded and solve problems during stressful situations. Being able to switch from one task to the next is a must.
• You love working as a team.
• Patience.
• You show care and respect for others, get things done and do things right, and own their setbacks and failures.
• Drive and ambition.

Must haves:

• Strong sense of accountability and ownership.
• Be able to ask for help, when/if needed.
• Excellent technical skills, including basic Microsoft Office programs (especially MS Word and Excel) and Google Cloud applications.
• Be able to thrive in challenging and demanding situations, while being able to stay grounded and problem-solve during those stressful situations.
• Previous experience working in fast-paced, diverse, and complex organizations.
• Strong understanding of basic mathematical calculations.

Preferences:

• Previous exposure to a Staffing agency/ Sales environment