Administrative Assistant - Burnaby, Canada - ConeTec

ConeTec

Verified Company

Burnaby, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

ABOUT THE COMPANY
ConeTec is an international full-service geo-environmental and geotechnical site characterization contractor.

We offer clients superior project management and site investigation services across the globe, with a large presence in the Americas and Australia.

Adara Systems Ltd. as part of ConeTec Group.

is a Burnaby, BC-based electronics instrumentation manufacturing firm supplying specialized down-hole probes and sensors to the geotechnical site investigation industry in Canada and the U.S.

Adara designs and manufactures instruments and control systems to measure strain, stress, acceleration, inclination, temperature, and other geophysical properties. We commit to all employees that we will provide a respectful, positive, and enriching work environment. We want you to look forward to going to work every day. We reward and recognize staff for exceptional contributions to the company. Our success is a direct result of the people who work here.

ConeTec offers a comprehensive benefits package for all regular full-time employees including extended health, dental, long-term disability and life insurance, wellness program, RRSP matching, corporate stock incentives, a referral bonus, professional development and more.

SCOPE OF POSITION

The Administrative Assistant will be responsible for supporting our team and acting as a go-to, dependable resource for all things administrative.

They will exhibit high standards, excellent communication skills, and the ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure success in this multi-faceted role.

ROLES, RESPONSIBILITIES & EXPECTATIONS

Purchasing Administration

Ensure all purchase order information on forms is filled out correctly by staff
Collect credit card invoices, and expense forms and match them to purchase orders
Code all matched invoices and purchase orders and submit them to the accounting department
Issuing purchase orders and following up with vendors if required
Provide accurate progress details on the statuses of purchase orders and duties for Production Admin Meetings.
Place inventory orders for the Production and Technology Development teams every day, one (1), or two (2) times a week depending on business needs
Add and update vendor information, items, and prices on ERP systems
Assist the accounting department in coordinating processes of payments
Keep credit card information for all Business Units up to date in the system.

Sales Administration

Receive and process all purchase orders
Verify orders, including customers' personal information and payment details
Updating data on Shopify once a week for Adara Store
Issue repair and sales transaction invoices
Review all repairs and sales invoices at the beginning of each month to ensure all changes are up to date.
Maintain and update sales and customer records

General Administration Support & Office Management

Proactively and professionally provide assistance to office and field staff, clients and partners to support operations.
Develop office organizational systems and procedures with an ongoing focus on continuous improvement.
Manage general daytoday office operations
Answer incoming calls and direct them to the correct personnel
Maintain and order office supplies as needed.
Conduct general clerical duties including photocopying, faxing and mailing.
Maintain electronic and hard copy filing systems.
Assign, reassign, make changes and follow up with FreshDesk tickets.
Other responsibilities as required.

Health & Safety

Identify with and respect ConeTec's safety culture, first and foremost.
Ensure proper preparation and knowledge of all necessary safe operating procedures before beginning any job.
Assign, schedule and coordinate safety meetings such as safety meetings
Report safety meeting notes and other documentation to the Safety Committee via the HSE platform.
Report any safetyrelated incidents, infractions, or near misses to the Manager and the HSE Officer immediately.
Know and follow the incident reporting protocol at all times.

Other General Responsibilities

Communicate with the Manager as to any equipment problems or needs
Recognize problems in all areas and step up in a leadership role as required.
Contribute to and promote a respectful work environment and participate in effective communication.
Effective collaboration with others inside and outside the department.
Occasionally organise and assist office or company events as needed.

SKILLS, QUALIFICATIONS AND EXPERIENCE REQUIRED

Education Requirements

High school diploma required.
Business Administration certificate or diploma a huge asset

Experience Requirements

Strong written, verbal, and interpersonal communication skills with a high degree of discretion. Ability to develop and maintain relationships with clients and partners