Admin Assistant - Victoria, Canada - Rooof

Rooof

Verified Company

Victoria, Canada

4 days ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Admin Assistant & Finance Clerk

Department:
Operations & Finance

Status:
Full-time Permanent

Location:
Local/Hybrid Only (Victoria, BC) _- due to in-office tasks._

About Us:

At Rooof, we build the world's best software for automatically creating classified ads, and are currently expanding our horizons with new software products.

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 capturing the hearts of our customers We've been growing rapidly and are excited at the prospect of adding new talent to our team.

Many people on our team tend to play dynamic roles and wear at least a couple of different hats, and this position is no exception.

Our _"Operations & Finance"_ department handles a variety of domains for the company and currently needs more bandwidth to perform a range of Administration and Finance tasks.

Who you'll be working with:
Matthew is our Director of Operations and helps run the show.

He'll be organizing the department and structuring all of our tasks and processes in order to make us a highly functional, efficient, and helpful team.

The ultimate goal is to support the rest of the company, as well as our customers

Ronn is a general whiz with numbers.

He handles the bookkeeping, budgeting and remediation, but also helps the rest of the team with various other A/R, A/P, and Invoicing tasks that touch the customer.

Ciara knows a lot about our administrative and invoicing systems, and you will likely be working with her often as you learn the ropes on day-to-day tasks and processes.

Ian works (remotely) with the Customer Success team, but has been devoting part of his week to help us process digital payments.

As we work on more of our processes, he'll likely help us out with more

Duties:

This role will have split responsibilities within both the Operations/Administration as well as the Finance spaces.

Some tasks are much more common and will take up a majority of your week, while others may only happen on a bi-weekly, monthly, (semi-)annual, or ad hoc basis.

The responsibilities below are grouped by category and _estimated _percentage of your overall time spent on each task type, keeping in mind that needs and events may shift week by week and throughout the year.

Administration/Facilities:

Very Common: (60%)
Record meeting minutes/notes.
General data entry (word processing & spreadsheets.)
Less Common: (5%)
Procurement, shipping, receiving, and delivery tracking
Professional communications and documentation

Finance (Common: 30%)

Process and deposit customer payments (digital and physical)
Data entry related to Accounts Receivable

On-demand (< 5% all together.)

Research and reports
Booking Travel/Accommodation
Tracking Equipment/Inventory
Planning Events
Assist in coordinating business essentials and continuity

- (rent, insurance, trademark, mail services, government compliance, etc.)_

Personal Assistant (<1%)

From timetotime, on rare occasions, you may be asked to run errands or perform clerical duties for the CEO.

Qualities:

You are highly detailoriented.
You prefer it done "right", not necessarily "right now."
You have a very high standard for customer care, support, and quality of communications.
You are flexible and don't mind pivoting on tasks depending on the needs of the team.
You have strong organizational skills and have a personal philosophy on task tracking.
You have exceptional problemsolving abilities and you don't give up.
You have excellent written and verbal skills.
You are proficient with MS Office(/Google Docs) and the daytoday use of computers.
Experience in Accounts Receivable work is beneficial.

Measuring Success:

There will be a variety of tasks that are coupled tightly to other areas of the business and more importantly, our customers, so success will be rooted in taking the time to learn each responsibility within the role and how to execute it thoughtfully, thoroughly, accurately.

One of the first exercises we will undertake is building a mutually agreed upon list of expectations that will put focus on the following:

Quality of communications
both internally and externally:
This is not only the quality of crafted message, but also

- frequency of communications when coordinating with the rest of the team, and
- knowing when to reach out and ask for help, either with questions about the unfamiliar, or when you have competing priorities and need clarification.

Organization and time management:
As mentioned, there will be several types of tasks to complete, which are a lot easier to manage when you have a system.
Time management will be key in order to complete work to a high standard _(Remember our philosophy is to: Do it "right", not necessarily "right now")_, while respecting expected and agreed upon timelines.

Otherwise, our goals will simply be to build up you