Receptionist / Administrative Assistant
Hours
- Monday to Friday, 8:00 a.m. – 4:30 p.m.
- 30-minute unpaid lunch
Primary Responsibilities
- Greet visitors in a friendly and professional manner.
- Answer and direct incoming phone calls to the appropriate department or employee.
- Maintain a clean, organized, and welcoming reception area.
- Manage office supplies, stationery inventory, and coffee station; replenish supplies as required.
- Prepare and process outbound courier and shipping packages.
- Receive and distribute incoming mail and deliveries.
- Enter employee hours accurately in the accounting software and assist with payroll preparation.
- Create purchase orders in the accounting software from approved purchase requests.
- Open new jobs within the accounting system.
- Scan packing slips into electronic purchase order database.
- Match packing slips to purchase orders and identify discrepancies between quantities ordered and quantities received.
- Perform accurate data entry while maintaining a high level of attention to detail.
- Consistently follow established office procedures and accurately complete assigned tasks while maintaining organized records
- Complete monthly filing and maintain organized electronic and paper records.
- Assist with general administrative duties as required.
- Support multiple departments with clerical tasks.
Required Skills & Qualifications
- Exceptional attention to detail and accuracy.
- Strong organizational and time management skills.
- Ability to prioritize multiple tasks and meet deadlines.
- Self-motivated and able to work independently with minimal supervision.
- Professional and courteous customer service skills.
- Strong written and verbal communication skills.
- Proficient in Microsoft Office (Outlook, Word, Excel).
- Comfortable learning and working within accounting and ERP software.
- Reliable and dependable with excellent attendance.
- Ability to maintain confidentiality, particularly regarding payroll and employee information.
- Strong problem-solving skills and the ability to identify and communicate discrepancies.
- Positive attitude and willingness to assist where needed.
Preferred Qualifications
- Previous reception or administrative experience.
- Experience with accounting, payroll, purchasing, or ERP systems considered an asset.
- Basic understanding of accounting principles, purchasing processes, and payroll procedures.
- Experience in a manufacturing or industrial office environment is an asset.
Personal Attributes
- Friendly and approachable.
- Professional appearance and demeanor.
- Team player who works well with all departments.
- Takes initiative without waiting to be directed.
- Adaptable in a fast-paced environment.
- Calm and professional while handling interruptions and changing priorities.
- Committed to maintaining accuracy and completing tasks thoroughly.
Physical Requirements
- Ability to sit and work at a computer for extended periods.
- Occasionally lift or move boxes of office supplies or courier packages (up to approximately 25 lbs).
- Frequent walking to greet visitors, distribute mail, and support office operations.
Job Types: Full-time, Permanent
Job Type: Full-time
Pay: $20.00-$25.00 per hour
Education:
- Secondary School (preferred)
Experience:
- administrative assistant: 1 year (preferred)
- receptionist: 1 year (preferred)
Work Location: In person
