Job Description

Markham, ON - (CAN) 7500-7560 Woobine Ave Unit F ON Markham , ON L3R 1AB Phone : 905-695-1271

Branch Phone Number



Receptionist - Up to $24/ Hr

Shift: Monday to Friday 8am to 3pm

1 hour unpaid lunch

Part Time

Key Responsibilities and Activities

Departmental:

• Creating, tracking, and reconciling purchase orders using Coupa

• Creating GRs for the PO's

• Submitting invoices to accounts payable for payment processing as needed

• Manage invoices through SNOW system

• Purchase Card (P-card) report submission

• Coordinating with new vendors and setting them up in Coupa

Office/Reception

• Greeting visitors/call-ins, handle inquiries or directing them to the appropriate persons according

• Keeping track of office visitors and managing sign-in logbook

• Operating telephone system (VOIP) to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments as required

• Opening and distributing incoming mail or other materials and answer routine letters

• Preparing shipping, and tracking packages according to requirements, ensuring timely and accurate delivery (including international shipping linked to Supply Chain team)

• Scheduling in person meetings and virtual team meetings

• Booking flight tickets and hotels

• Ensuring storage areas kept clean

• Arranging catering for specific functions and office activities

• Ordering and dispensing office supplies

• Coordinate office maintenance needs such as cleaning and sanitary services as well as schedule services such as electrician, HVAC check, etc..

• Ensuring common areas are kept clean, including sink and dishwasher.

• Scheduling deliveries of products and services to the office and tracking them according to invoices, while submitting GR in Coupa accordingly

• Arranging for employees' gifts such as flower delivery, gift card purchases, baskets, etc.

• Purchasing bottles from LCBO for sampling needs for different departments

Collecting and distributing internal data or feedback, organizing it in reports/spreadsheets

• Assisting IT in purchasing, distributing, and collecting equipment (on boarding, off boarding)

• Assisting different departments with seasonal projects

• Managing monthly office expenses, such as creating credit card report (AMEX), keeping receipts in order on file/shared drive. Submitting information on Service Now (deadline- 28th of every month)

• LCBO Receipts: Creating Trade sampling report end of every month and sending it Via Courier to the LCBO.

• Other duties as assigned

Experience Required

• 2+ years of experience in office administration

• Customer service experience is an asset

Education / Professional Qualifications

• High school diploma or GED equivalent

• Degree or diploma in Business Administration is an asset

Skills

Soft/Functional

• Ability to exercise tact and discretion in dealing with sensitive and confidential information

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology

• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction