Administrative Specialist Jobs

Kenota is poised to disrupt the allergy diagnostic market with the introduction of a point-of-care testing system that dramatically enhances the speed, convenience and accuracy of allergy testing. Our development centre is in Kitchener, Ontario where we are building our future success based on the talent, energy and commitment of over 40 professionals and team members.

We are currently seeking an Administrative Specialist to join our team. You will be part of a multidisciplinary team of scientists, engineers and business people in a dynamic environment with the opportunity to bring a ground-breaking new allergy product to market. If this gets you excited, then we’d love to see your cover letter and resume in 1 PDF file!In your cover letter, let us know how your previous experiences transfer to this position.

Note this is an in-person position and as part of the recruitment process a satisfactory credit and police check is required.

Responsibilities and Duties

As the Administrative Specialist, you will provide multi-department support within the company to ensure a positive and productive working environment at Kenota.

You will be responsible for:

Office Management

• Maintain the company’s general email inbox
• Maintaining the general office/facilities supplies and stocking the office and the kitchen
• Accounting support including preparing cheques, petty cash management and payment tracking
• Set up staff members email and other software tools
• Overseeing sending/receiving of packages, coding shipments per company receiving procedure
• Assisting with maintenance and facility-related tasks as required
• Managing the front desk and being the face of the company when we have visitors. This includes ensuring that the front reception area is clean and professional
• Manage IT equipment inventory

Purchasing/Supply Chain Support:

• Arrange shipments using FedEx, UPS or DHL
• Execute purchases approved in line with the company policy
• Ensuring accuracy of receipts and invoices, proactive following up with vendors when necessary
• Issuing POs and tracking purchases against POs
• Ordering, tracking, and expediting parts, office supplies, equipment, etc.

Records Keeping:

• Ensuring and maintaining accurate records keeping for all invoices, credit card payments
• Coordinating with the bookkeepers and making sure they have access to all back-up documents

Executive Support:

• Assisting the Executive team with administrative tasks, booking travel, conferences and scheduling.

Qualifications:

• Ability to use emerging technology and tools
• Show off your thoroughness by addressing your cover letter to Marge Simpson
• Superior knowledge of and experience with G Suite and Microsoft Office
• Ability to maintain confidentiality and discretion
• Ability to work in a fast-paced environment with shifting priorities
• True sense of ownership and are passionate about results
• Strong teammate and collaborator, highly positive attitude
• Excellent verbal and written communication skills
• Outstanding ability to prioritize and multitask
• Incredible organizational skills; thorough and meticulous attention to detail
• Timely and consistent responsiveness
• Minimum 2 years prior experience demonstrating administrative abilities
• Creative, proactive problem-solver

Benefits:

• A full benefits package including health and dental plans will be provided
• Quarterly team events
• Generous paid time off, paid sick days