Executive Admin Assistant - Mississauga, Canada - Air Products

Air Products

Verified Company

Mississauga, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

CN-ON-Mississauga

Job Description and Qualifications

At Air Products, our purpose is to bring people together to reimagine what's possible, collaborate and innovate solutions to the world's most significant energy and environmental sustainability challenges. Grow with us as we embark on building tomorrow together by being the safest, most diverse and most profitable industrial gas company in the world.
_Reimagine What's Possible_

Reporting to Area Sales Manager, this position is responsible for providing comprehensive administrative support to the Canadian North Sub-Region's sales team and Canadian head office.

The incumbent must possess a strong work ethic and be able to deal with variety of tasks.

Creativity, discretion, good judgment, and the ability to deal with individuals at all levels internal and external to the organization are qualities necessary to excel in this role.

Responsible for daytoday administrative activities related to office operation. The responsibilities will include but not limited to greeting visitors, answering and forwarding calls, coordinating meetings, ordering office supplies, dealing with correspondences and local vendors (coffee, Staples, etc) as well as all administrative items required in support of site operations.

- **PRINCIPAL ACCOUNTABILITIES*

Daily distribution and processing of the local mail and couriers
Answer the telephone, redirect calls and greet visitors
Administrative support to onsite staff including filing, printing, copying, scanning, ordering business cards, maintaining and ordering office equipment/supplies etc.
Primary site contact for IT related services with Allentown including troubleshooting, replacement hardware (eg. headset and computers) and scheduling phone system software updates.
Coordinate onsite and offsite meetings, as needed
Coding and paying monthly copier invoices for all Canada locations. Work with US copier support to remove obsolete equipment and remove from contract billing.
Updating, managing and distributing staff contacts and phone lists
Creates EForms as required
Request WSIB clearance and Insurance certificates as required. (eg. Update 3rd party sites such as ISN Net, Brownz etc.)
Coding, batching, scanning, and file maintenance of import documents (Livingston Invoices) for record/audit compliance.
Assist the Canadian North Sub-Region's sales team in managing the tasks related to signing new business and renewing existing business (generating reports, customer inquiries, processing contract packages, completing workbooks) and any other associated assistance in account maintenance including delivery/logistics issues, billing/collections issues, etc.
Participate in resolving customer's requirements and complaints with the Quality group, sales teams, and customer service as it relates to customerspecific issues
Contact customers directly for data validation or data inquiry
Monitor Canadian online government procurement websites for relevant bids and assist the sales team in completing bid documents. Process includes translation of critical documents for legal review. Obtaining insurance certificates and bid/ execution bonds. Follow up on award of contracts and annual renewal of contract bonds.
Translate & "Canadianize" USgenerated customer correspondence. E.g. Price letters, Direct Marketing materials, etc.
Backup support for service technicians' time entry.
Other related duties as required

JOB REQUIREMENTS

Postsecondary business administration education or related experience
Administrative experience and understanding of Industrial Gases contract language
Strong organizational, interpersonal and communication skills (verbal/written)
Capability of managing day to day office administrative activities
Ability to work independently and in a team environment with mínimal supervision
Experience with SAP, CRM and BW is a strong asset
Demonstrated ability to multitask in timesensitive situations
Selfstarter with desire to succeed in a complex environment
Flexible and adaptable to changing needs
Demonstrate good judgment positive attitude
Detail oriented

Bilingual

French and English (speaking/written)

Air Products offers a competitive salary, extensive health benefits package, company paid pension and company matched RRSP plans.

We strive to be inclusive of the diversity of our employees, invest in their development and foster a collaborative and respectful work environment where all employees feel like they belong and matter.
We thank all applicants in advance for their interest, however only those being considered will be contacted.

Req No.