Job Description

Company Description

Doka's expertise in formwork technology is unparalleled in the industry and we are proud of the difference we make globally! "It's not just formwork - it's DOKA" is impressively demonstrated worldwide in buildings like the Burj Khalifa (Dubai), in hydroelectric generating stations like the Keeyask (Nelson River in northern Manitoba) - and in parts of the Brenner Base Tunnel (European Alps). Collaborative teamwork of nearly 7000 employees in over 160 distribution/logistics facilities in more than 70 countries is one of the primary reasons behind our success. With more than 150 years of history as a family owned company, we recognize and appreciate our employee's work every day by rewarding them with flexible work hours, competitive wages, bonuses, training/development opportunities and a comprehensive group benefits program including RRSPs.

As the Branch Office Administrator at Doka Canada, you play an essential role in ensuring smooth administrative operations. Based in the Bolton branch, and reporting to the Branch Manager, your position entails a diverse range of administrative responsibilities, including monitoring and maintaining proper administrative protocols within the facility, and undertaking general reception duties.

Key Responsibilities:

General Administrative Support:

Provide comprehensive administrative assistance to all employees, prioritizing support for the Branch Manager and Senior Management.

Reception and Visitor Management

: Welcome and direct visitors courteously and promptly, including offering appropriate refreshments.

Telephone and Message Handling:

Efficiently manage incoming calls, accurately take messages, and redirect calls as needed.

Inquiry Handling and Correspondence:

Handle general inquiries and manage email correspondence effectively.

Mail Handling:

Collect and distribute mail to relevant individuals in a timely manner.

Data Entry and Spreadsheet Management:

Perform data entry tasks, including creating basic spreadsheets in Excel.

Office Supplies Management:

Manage office supplies inventory, including ordering and stocking stationary.

Equipment Repair Coordination:

Coordinate repairs for general office equipment as required.

Travel and Accommodation Arrangements:

Organize travel and accommodation arrangements for both staff and customers.

Filing and Document Management:

Handle filing requirements and ensure organized document management.

Appointment Scheduling and Meeting Coordination

: Coordinate appointments, book meeting rooms, and arrange conference facilities.

Event Planning and Coordination:

Arrange internal and external events as needed.

Other Duties as Assigned:

Undertake additional responsibilities aligned with the role as necessary.

Other Responsibilities/Peripheral Functions:

Special Projects Handling

: Handle special projects as assigned, including participating in company committees/teams.

Personal Development:

Build on your personal product knowledge continually.

Safety Compliance:

Assist in ensuring safe working practices and environment.

Policy Adherence:

Comply with all corporate policies and business practices.

Qualifications

Education and Experience:

High School Graduate; Associate Degree in Administration, Business or related field an asset; 1-3 years of related experience, with a background in customer service, business administration, or logistics preferred. Proficient using Microsoft Office applications

Additional Information

Characteristics to be successful:

Understanding Partners' Needs:

Anticipate the needs of branch staff, customers, and stakeholders, and strive to meet and exceed their expectations through proactive support and assistance.

Sharing Know-How and Experience:

Continuously learn and share knowledge and best practices with colleagues, contributing to the collective success and growth of the branch and the company.

Initiative and Ownership:

Take initiative and ownership of tasks, proactively identifying and addressing challenges to ensure the smooth functioning of branch operations. *

Entrepreneurial Spirit:

Demonstrate entrepreneurial spirit in managing administrative tasks and supporting branch initiatives, seeking opportunities for improvement and innovation.