Administrative Assistant - Victoria, Canada - Rooof

Rooof

Verified Company

Victoria, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

About Us
At Rooof, we build the world's best software, PostEngine, for automatically creating classified-ads for apartment buildings. That said, we're even more proud of the team that we've built. We love working together and we're very good at innovating, selling, and turning customers into evangelists. Best of all, we're in the process of creating a second company and a second product, so there is another big adventure ahead

A day in the life of the Administrative Assistant

Responsibilities

Clerical:

Opening, sorting, scanning and processing large volumes of mail & cheques (daily)
Depositing cheques using digital scanner and manual bank deposits (weekly)
Running errands for the team and office (weekly)
Conduct shipping, receiving, and shipmenttracking (occasional)
Taking notes in meetings (a few times per week)
Maintain inventory tracking system of furniture and equipment (occasional)
Complete Statistics Canada surveys (occasional)
Transport confidential documents to shredding service (as needed)
Communicate employee workanniversaries and ship recognition awards (monthly)
Water office plants (according to the personality of each plant)
Procure and mail winter holiday cards to customers (annual)
Supporting various administrative tasks such as research, data processing, data entry, travel arrangement, team event planning as needed.

Administrative:

Monitor, triage, and correspond with various stakeholders in sharedinboxes, such as insurance brokers, bankers, landlords, government agencies, etc. (daily)
Monitor, update and communicate corporate metrics and key performance indicators (i.e. keep spreadsheets up to date) (monthly)
Maintain shared documentation (wiki) to share your knowledge, your activities, and corporate events/status (daily)
Produce reports and ensure compliance with government regulations (e.g. WorkSafe (multiple provinces), BC Employer Health Tax, BC Investment Capital Branch, City of Victoria, BC Registrar of Companies, Corporations Canada, etc.) (annual, various dates)
Manage, renew, and transact with Canada Post regarding Post Office Box and various mailforwarding subscriptions (weekly, monthly, annually)
Coordinate, plan, and execute travel arrangements for various team members (quarterly)
Procure corporate branded items (e.g. swag and apparel) (annual)
Correspond with trademark agent to keep registration in compliance (annual, at most)
Correspond with various insurance agents to renew corporate insurance (annual)

Facilities:

Liaise and coordinate with office cleaner (occasional)
Procurement of snacks and supplies for the office (weekly/monthly)
Take out office waste/recycling (as needed)
Coordinate with off site equipment storage (aka ministorage) (occasional)
Coordinate office moves (if necessary, depending on lease renewals)

Personal Assistant:

From time-to-time, and only rarely, you may be asked to run errands or perform clerical duties for the CEO.

Financial:

Org Chart

Reports to: CEO (interim)
Accountable to: Senior staff members and financial staff
Works primarily with: Financial staff, CEO, and senior management
Direct Reports: None.

Competencies & Qualifications

This position is best suited to someone who enjoys diversity in their responsibilities and can thrive with a long list of tasks to accomplish each day/week/month/year.

If you become overwhelmed easily by having a large to-do list, then this position is probably not for you.

2+ years of experience in an administrative or operational role
Exceptionally well organized and meticulous
Exceptional timemanagement and the ability to multitask
Ability to perform tasks in priority order and communicate status of tasks with stakeholders
Proficiency with word processing and spreadsheets
Competency and comfort using PC/Windows
Minimum ability to type 40+ wordsperminute on a computer
Excellent communication & interpersonal skills
Attention to detail and creative problemsolving skills

Ideal Qualifications (not necessarily required)

Postsecondary education
Competency with Google suite of products
Experience working for a software company or other hightech environment
Knowledge of doubleentry bookkeeping
Experience keeping a corporation in good standing (e.g. corporate annual reports, business insurance, licensing, permits, etc.)
Please mention any other software, systems, or business tools that you are proficient with and the extent of your experience with those tools

Remuneration & Working Environment

Vacation: 3 weeks (15 days) discretionary paid time off + additional paid time off between Christmas and New Years' day
37.5 hours per week generally 9am to 5pm, but with some flexibility after probationary period
Professional Development: Up to 12 days per year allocated to professional development
Your downtown parking is paid by the company.
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