Job Description

Administrative Assistant: Company Summary: Cad Rail Industries Ltd was founded in 1968 headquartered in Montreal. We take pride on being North America\xe2\x80\x99s leader of full-service solutions in the freight, passenger and commuter rail industries in Canada, the United States and offshore. Cad Rail has other facilities in Calgary, Lethbridge (under Caltrax banner) and has recently been selected by the ONxpress Transportation Partners association to provide all legacy fleet maintenance services for the Metrolinx rail fleet of approximately 1000 bi-level coaches and 90 locomotives. Cad rail\xe2\x80\x99s delivery team will operate and maintain Metrolinx\xe2\x80\x99s rail maintenance facilities in Etobicoke and Whitby, as well as in multiple overnight along with mid-day light servicing facilities located across the Metrolinx train service area. Summary of the role: The Administrative Assistant will be reporting to the Senior Manager- Assets Maintenance Optimization. This role will support the coordination and administration for senior management. This individual will be dealing with highly sensitive and confidential information, maintaining appropriate filing system, clerical tasks, providing support to management and assisting with daily office needs. Core Accountabilities: \xc2\xb7 Answer and direct phone calls \xc2\xb7 Organize and schedule appointments \xc2\xb7 Managing and updating company databases \xc2\xb7 Keeping track of inventory and ordering supplies \xc2\xb7 Managing the maintenance of office and facility equipment \xc2\xb7 Provide administrative support to other departments or projects as needed \xc2\xb7 Plan meetings and take detailed minutes \xc2\xb7 Write and distribute email, correspondence memos, letters, faxes and forms \xc2\xb7 Assist in the preparation of regularly scheduled reports \xc2\xb7 Develop and maintain a filing system \xc2\xb7 Update and maintain office policies and procedures \xc2\xb7 Maintain contact lists \xc2\xb7 Book travel arrangements \xc2\xb7 Submit and reconcile expense reports \xc2\xb7 Provide general support to visitors \xc2\xb7 Act as the point of contact for internal and external clients \xc2\xb7 Liaise with executive and senior administrative assistants to handle requests and queries from senior managers Qualifications: \xc2\xb7 Proven experience as an Administrative Assistant, or Office Admin Assistant \xc2\xb7 Knowledge of office management systems and procedures \xc2\xb7 Working knowledge of office equipment, like printers and fax machines \xc2\xb7 Proficiency in MS Office (MS Excel and MS PowerPoint, in particular) \xc2\xb7 Excellent time management skills and the ability to prioritize work \xc2\xb7 Attention to detail and problem solving skills \xc2\xb7 Excellent written and verbal communication skills \xc2\xb7 Strong organizational skills with the ability to multi-task \xc2\xb7 High School diploma; additional qualification as an Administrative assistant or Secretary will be a plus Nice to have: \xc2\xb7 Previous experience in heavy industries and/or rail/passenger rail maintenance \xc2\xb7 Experience working in a Unionized environment and dealing with multiple trades Cad Rail Industries Ltd. welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. Cad Rail Industries Ltd. provides an equal opportunity as an employer and we are dedicated to continue to preserve a welcoming, safe and inclusive environment for every individual- no matter of age, race, ethnicity, nationality, sexual orientation, gender identity and expression, religion and disability status. Job Types: Full-time, Permanent Salary: $65,000.00-$70,000.00 per year Benefits:

• Casual dress
• Dental care
• Disability insurance
• Employee assistance program
• Life insurance
• Paid time off
• Vision care

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Toronto, ON: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Front desk: 2 years (preferred)
• Administrative experience: 2 years (preferred)

Work Location: One location