Work From Home Administrative Assistant

Job Brief

CC Safety is looking for an Administrative Assistant to join our team to undertake a variety of office and clerical tasks. You will be an integral part in ensuring that our operations run smoothly and are successful in supporting our business activities. The goal is to ensure operational efficiency, add maximum value to the organization, and contribute to driving sustainable growth.

Reporting to the Business Owners you will be an essential part of the CC Safety team. You will be tasked with managing a variety of responsibilities that align with ensuring smooth operations and client satisfaction. As a salaried Administrative Assistant, working from your personalized home office, you will have a steady income, be able to set your own hours, overseeing the development of procedures, implementing, and evaluating them with team members to improve overall efficiency.

As a team member of a growing business, your responsibilities will cover a wide range of expertise. In your role as an efficient Administrative Assistant, you will lean on your sound judgment, effective communication and problem-solving skills, to patiently to deal with all aspects of your job. This positions range of responsibilities include providing support to team members, facilitating communications with clients, managing supplies, company, and client document control, to preparing and sending training documents, invoices, completing basic bookkeeping, tracking accounts receivables and payables. Tasks such as payroll, paying invoices, time tracking, managing expenses, will not make up part of the job duties to begin with, however, may be added later depending on operational needs and position capacity.

The ideal candidate will be competent in prioritizing and working with little supervision. You will be self-motivated and trustworthy and have experience with a variety of office software (email tools, spreadsheets, bookkeeping, and databases) and be able to accurately handle administrative duties. The successful applicant will be required to undergo a security check and sign non-disclosure agreements with respect to our business and select clients upon request. Previous experience as a front office manager or office administrator is an advantage.

Responsibilities

• Organize office operations and procedures.
• Manage phone calls and correspondence (e-mail, letters, packages etc.).
• Track day to day financial transactions, including verifying, classifying, computing, posting, and recording accounts receivable and accounts payable.
• Support budgeting and bookkeeping procedures.
• Support other team members with report reviews, document formatting, and feedback as required.
• Assist in the onboarding process for new hires.
• Create, send, and track training certificates for clients.
• Manage documentation and data control with respect to client files.
• Coordinate activities and operations to ensure efficiency.
• Facilitate payment of invoices due by sending bill reminders and contacting clients or CC Safety management for follow-up.
• Monitor office suppliesinventory and place orders.
• Manage agendas/travel arrangements/appointments etc. for managers.
• Create and update records and databases with personnel, financial and client data.
• Perform any other duties that may be required from time to time to help in the advancement of Health and Safety internally and with clients.
• Assist in the submission of timely reports and preparation of presentations/proposals as assigned.
• Serve as the point person internally and for client support.
• Schedule meetings and appointments.
• Send invoices, training records, evaluations, reports, and expiry reminders to clients.
• Maintain files and records with effective filing systems.
• Provide basic IT support to employees and Coordinate with IT providers in depth support.
• Support team members with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.).
• Perform basic bookkeeping activities and update the accounting system.
• Provide general support to clients.
• Deal with minor customer complaints or issues and redirect others to management.
• Reconcile the accounts receivables to ensure that all payments are accounted for and properly posted.
• Process credit card payments from clients.
• Generate financial statements and reports detailing accounts receivable status.

Qualifications

• Working knowledge of office equipment (e.g., printer, scanner, laminator, bindings, etc.).
• Proven ability to calculate, post and manage accounting figures and financial records.
• Previous experience with document and data control in a management system is an asset.
• Experience with health and safety, trucking safety, fire safety, or customer service would be a bonus.
• Strong organizational and leadership skills with the ability to prioritize and multi-task.
• Excellent written, verbal communication, and interpersonal skills.
• Familiarity with email scheduling tools, virtual meetings, and shared files.
• Reliable with patience and professionalism.
• High degree of accuracy, attention to detail with problem solving skills.
• Data entry skills along with a knack for numbers.
• Proficiency in MS Office (MS Outlook, Word, Excel, PowerPoint in particular).
• Proven experience as an Office Manager, Front Office Manager or Administrative Assistant.
• Diploma in Office Administration or combination of related training and work experience.
• A creative mind with an ability to suggest improvements.
• Solid understanding of basic accounting principles and use of accounting software (Sage).

Salary

• Full Time, Permanent.
• $40,000.00 to $50,000.00 range.
• Flexible Hours.
• Salary position.
• Home Office.
• Actual Salary commensurate with experience.

We thank all applicants for their interest, however only those selected for an interview will be contacted.