MAXIM TRUCK & TRAILER - POSITION DETAIL

Office Administrator Br.1

Location: Winnipeg, MB
Job Type: Full Time
Close Date: 01/11/2013
Description:

Position Summary

Performs receptionist and administration work to ensure accurate records and internal/external customer satisfaction.

Responsibilities

  1. Provides support to the Accounts Payable team. Duties will include filing of invoices, coding of invoices, preparation and processing of manual cheque payments and other general office duties.  (50%)

Performance Coaching Standards

  • Invoices are coded and posted into Karmak correctly
  • Hard copies are accurately filed in an alphabetical/numerical file weekly
  • Cheques prepared accurately and supported by underlying documentation
  1. Provides receptionist cover - duties including greeting customers, redirecting phone and email inquiries and taking messages. (20%)

Performance Coaching Standards

  • Positive customer feedback
  • Phone answered promptly and calls are redirected appropriately
  • Professional, customer-service focused manner
  • Urgent requests are dealt with immediately
  1. Processes outgoing mail through Canada Post, Inter-office, and courier services by sorting, stamping, dating, and forwarding correctly (10%)

Performance Coaching Standards

  • Mail goes to correct locations and arrives on time
  1. Processes incoming mail from Canada Post, Inter-office, and courier services by sorting, dating, and delivering to recipients desk (10%)

Performance Coaching Standards

  • Mail goes to correct recipient and arrives on time
  1. Orders and monitors stationery stocks (5%)

Performance Coaching Standards

  • No key stationery outages (e.g. photocopy paper, envelopes
  • No excess stocks maintained
  • Ad hoc orders processed accurately and on a timely basis
  1. Other duties as assigned (5%)

Qualifications

Education & Experience:

  • 2+ years related office experience including multi-line switchboard, front reception, and basic accounting (debits/credits, invoicing)

Skills:

  • A team player with strong commitment to the customer
  • Effective communication with varying levels of people
  • Professional telephone demeanour
  • Highly organized, sets priorities, and meets deadlines
  • Attentive to detail, strong aptitude for numbers
  • Basic knowledge of MS Word and Excel
  • Accurate keyboarding and data entry
  • Knowledge of Karmak would be an asset. 
  • Ability to work with minimal supervision and interruptions

Other:

  • Hours are 40 hours, Monday to Friday but applicant must be flexible to provide switchboard cover on Saturdays on an occasional basis
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