Receptionist / Administrative Assistant for Online - Victoria, Canada - True Training

True Training
True Training
Verified Company
Victoria, Canada

2 weeks ago

Sophia Lee

Posted by:

Sophia Lee

beBee Recruiter
Description

Primary Duties

  • Be fast to correspond with government clients via MS Outlook.
  • Manage team meetings to ensure they are efficient and organized, by preparing agendas and recording notes.
  • Send quotes/invoices to customers, including pertinent details.
  • Follow up with customers about invoices or quotes.
  • Communicate with subcontracting admin team to ensure they are doing their duties properly outside of EST hours.
  • Take notes during team meetings about important updates, due dates, or goals.
  • Organize meeting notes digitally in an organized manner for all teammates to review.
  • Follow up with team members about pending due dates or updates on tasks.
  • Answer 15 phone calls per day.
  • Manage class schedules of +1000 students and +30 teachers by enrolling/shifting students into classes.
  • Request, monitor, and manage teacher progress reports, attendance sheets, and invoices.
  • Communicate with teachers about availabilities and student details via Microsoft Teams.
  • Pay subcontractors via Quickbooks and banking tools.
  • Create quotes and invoicing customers from Quickbooks.
  • Clean and improve the office, ensuring the environment is optimized for a productive atmosphere.
  • Print important documents, filing them for proper safekeeping, while being easy to review during team meetings.
  • Print and display accomplishments of team members and teachers.
  • Organize uptodate database of vendors.
  • Track procurement cycles, noting when reports or bids are due.
  • Assist in hiring new employees and contracting new teachers.
  • Facilitate onboarding for new hires.
  • Develop a checklist of new hires with timelines of different touch points.
  • Be fast to communicate with subcontractors, students, and teachers via MS Teams.

Estimated time distribution:
~10% creation and organization of digital files.

~5% office management and meetings.

~5% other.


Preferred Qualifications and Experience:

Experience Level: 4+ years of experience in administrative duties

  • Demonstrated ability to multitask.
  • Proficient with organization of digital files.
  • Preference for those with experience in academic administration.
  • Preference for those with interest incorporating AI into processes.


The company is B2G (business to government), providing a variety of services and goods to the governments in Canada (municipal, provincial, and federal).


Job Types:
Full-time, Part-time, Internship / Co-op


Salary:
$17.75-$23.45 per year


Expected hours:
per week


Benefits:


  • Dental care
  • Paid time off
  • Vision care

Schedule:

  • Monday to Friday

Application question(s):

  • What language(s) do you speak? Please explain levels.
  • What are 12 relevant skills that you will bring to this position?
  • Small businesses often require employees to wear multiple hats. Can you give an example of how you've adapted to changing roles or responsibilities in a small business or startup environment?
  • What are 12 additional tasks you think should be added for our admin role (consider our size and type of business)?
  • What is your preferred $ hourly rate or range?
- (optional) Additional information.


Work Location:
In person
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