General Office Assistant - Oakville, Canada - International Union of Operating Engineers Local 793 (IUOE Local 793)
1 month ago
Description
Job Profile:
The successful applicant will be responsible and accountable for performing an array of administrative duties assigned according to the requirements of the organization.
As a result, it is imperative that you demonstrate a willingness to learn new tasks and work in the spirit of cooperation.
Job Responsibilities / Duties:
To ensure the efficient operation of Head Office by assisting with the administrative duties of various departments as needed, including:
- Replacing Reception during breaks (including lunch and am/pm breaks);
- Performing Remittance scanning and file management duties;
- Ensuring the office areas are organized, tidy and presentable with all needed materials present and physical/digital filing uptodate and properly organized;
- Ensuring the general office equipment is properly stocked (e.g., all needed sizes of paper and letterhead in the printer for print projects, toner cartridges at acceptable levels for printing);
- Monitoring the inventory of office supplies, such as stationary and postal supplies, and ensuring replenishment as needed;
- Recording the details of supplies sent to the Area Offices;
- Recording and reporting on the monthly mailing costs, including forwarding mailing cost records to the accounting department;
- Receiving, opening, and distributing incoming mail to the appropriate parties in a timely manner and maintaining a digital log of all incoming and outgoing mail;
- Actively maintaining a wellorganized digital filing system in accordance with the established file structure requirements;
- Replacing other administrative positions during absence periods and/or breaks (including lunch and am/pm breaks) as needed in order to ensure platinum level, uninterrupted member and student services;
- Assisting with inhouse printing projects or mass mailout projects;
- Assisting with general data entry tasks on an as needed basis;
- Performing scanning and file management duties for various departments as needed.
- Preparing outgoing mail for posting and preparing the paperwork for outgoing courier deliveries;
- Preparing outgoing parcels for delivery to the terminal and/or delivering outgoing mail to the post office;
- Replenishing funds in the postage system as authorized by accounting;
- Receiving, sorting and recording receipt of all incoming postal service and courier deliveries;
- Forwarding incoming mail to the appropriate office or department and advising the intended office or department of the delivery;
- Requesting the courier to pickup packages and/or delivering and tracking all packages accordingly;
- Assisting in the scanning, naming and saving/uploading of files into the appropriate digital system dependent on department;
- Sealing, labeling and storing the physical historical files once appropriately digitized;
- Providing assistance in the preparation and distribution of materials as needed, including but not limited to memos, notices, and other common documents utilizing standardized templates;
- Assisting in the coordination of special events sponsored by Head Office as directed;
- Assisting in the administration of Head Office initiatives as directed;
- Providing backup coverage to other departments as needed for overflow phone service or overflow administrative tasks based on highvolume periods or special projects.
- Other duties, when required, as may be assigned by the Business Manager, and/or the Human Resources Department.
Job Requirements:
- A college diploma or university degree related to office administration, paralegal, record management/archival studies, or similar, or equivalent professional experience;
- Must demonstrate flexibility in adapting to changes in assignments;
- Phone service and/or reception experience would be considered an asset;
- Passionate about helping others with excellent customer service skills;
- Resultsoriented and enjoys working in a fastpaced environment;
- Strong attention to detail in a highvolume workload setting;
- Knowledge of the construction industry and equipment as it relates to our environment;
- Protection of information and maintaining confidentiality is paramount;
- Must demonstrate a high standard of professional conduct, ethics and reliability;
- Excellent written, oral and interpersonal skills are required;
- Must maintain a professional image and demeanour with all employees, management, executives and visitors at all times;
- Initiative to solve problems and able to work effectively under deadline situations;
- Capable of organizing job responsibilities and prioritizing assignments;
- Strives to grow professionally th
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