Administrative Assistant, Residential Services

Objective: To provide the highest quality of customer service to all customers and vendors while ensuring the efficiency of the department is being carried out. Support of management, technicians, and other staff as requested. In providing this support, this position exercises a high degree of initiative, discretion & confidentiality.

Responsibilities:

• Maintain maintenance and installation service schedule
• Maintain accurate files for all service, warranty, and all department related projects
• Make travel, meeting and other arrangements for service personnel and staff
• Record and verify accuracy of weekly time sheet submittals
• Greet clients/suppliers/visitors in a professional and friendly manner
• Maintain accurate files and logs for all service personnel
• Answer multi-line telephone system, take accurate messages, screen, and direct telephone calls in a professional manner
• Responsible for the day-to-day administration of the Residential Services Department, on-site at the Toronto Pearson International Airport; including:
• Order and maintain uniforms and office supplies
• Perform other related duties as assigned
• Receive, distribute, and file e-mails, faxes, and communications
• Ensure correct project numbers are applied for time sheets and expenses
• Use computer word processing, spreadsheets, e-mail, and database software to prepare reports, memos, documents, and communications in an accurate and professional manner
• Accurately maintain minutes of meeting and trip reports; distribute accordingly
• Act as Liaison between on-site team at YYZ and the People & Culture team at the BEUMER Corporate office for questions regarding payroll, benefits, time off requests
• Ensure hotline phone is answered and checked for voicemail in a professional and timely manner
• Resolve or escalate customer complaints in a professional and timely manner
• Maintain and track Security Badges / Airside Passes for all team members, including new applications, expiration dates, status of temporary access cards, etc.
• Reply to general information requests with accurate information
• Forward completed service and warranty claims to Accounting/Finance for invoicing

Requirements/Skills and Abilities

• High School diploma or equivalent
• Professional, positive, and energetic demeanour
• Ability to show initiative and work within an environment of frequent interruptions & conflicting priorities
• Advanced User of Microsoft Word, Excel, Outlook, and PowerPoint
• 3+ years of experience in an administrative support capacity
• Exemplary organizational and interpersonal skills to meet varying workload demands of the position
• Ability to obtain and maintain Airside Security Clearance (Security Badge)
• Excellent time management skills: attention to detail and the ability to learn quickly
• Excellent verbal and written communication skills; ability to maintain confidentiality

BEUMERis an innovative intralogistics company, where every employee is part of the "family". Because our employees are our most important asset, here are some of benefits we currently offer full-time employees. And by the way, no waiting period, they start when you do:

• Generous amount of paid time off
• Long-term disability (yes, we cover that too!)
• Registered Retirement Savings Plan (RRSP) with a generous match because we care about your future
• Life Insurance is provided free for all employees
• Medical coverage

BEUMERis committed to equal opportunity for all applicants and employees without regard to race, color, religion, gender, national origin, age, disability, marital/family status, sexual orientation, pardoned criminal conviction or any other status protected under the Canadian Human Rights Act.