Administrative Assistant - Victoria, Canada - Vancouver Resource Society (VRS)

Description

JOB SUMMARY:

The Administrative (Admin) Assistant will work under the direction of the Director of Property Management, and occasionally the Director of Operations.

The Administrative Assistant will perform confidential clerical and administrative duties for the Directors.


KEY DUTIES AND RESPONSIBILITIES:

• Recording, sorting, filing, and retrieving confidential information:
• Making routine entries in files, books, or on forms.
• Keeping tallies or lists.
• Sorting, filing, or retrieving information (in an existing filing system).
• Searching for missing files, forms, orders, etc.
• Prepares confidential written reports.
• Reviews forms, reports, and correspondence for completeness and accuracy.
• Checks the work done by others to ensure procedures and/or instructions have been followed.
• Processes requests and receptionist duties:
• Receiving and reviewing incoming correspondence, telephone calls, or other requests.
• Preparing responses to inquiries.
• Responding to telephone inquiries.
• Utilizes various computer programs including Microsoft Office Suite.
• Perform Facility Management duties such as: part sourcing, CMMS management, and data collection
• Other duties as requested.

QUALIFICATIONS:

• Must be skilled at problemsolving, including being able to identify issues and resolve them in a timely manner.
• Must possess strong interpersonal skills.
• Must be able to prioritize and plan work activities to use time efficiently.
• Must be organized, accurate, thorough, and able to monitor work for quality.
• Must be dependable, able to follow instructions, respond to management direction, and must be able to provide performance through management feedback.
• Must have the ability to establish and maintain good interpersonal relations by displaying tact, courtesy and patience with applicants, clients, and staff.
• Must understand and perform administrative and reception duties, and other related procedures.

EDUCATION/TRAINING:

• High school graduation or equivalent.
• Knowledge and proficiency of MS Office (i.e. PowerPoint, Excel, Outlook, and Teams)
• Knowledge and proficiency of CMMS software
• Ability to type 50+ words per minute.

EXPERIENCE:

• At least five years of clerical, administrative, and/or office experience.
• Facility management experience
• Project management/analyst experience

PERSONAL:

• Must be able to speak English fluently and communicate effectively both verbally and in the composition of written materials.
• Must pass a Criminal Record Check.

WORKING CONDITIONS:

• Monday to Friday; 8:00am4:00pm or 9:00am5:00pm
• Work from Home, unless advised to meet with Directors at Ross Place Seniors Community

Salary:
$25.00 per hour


Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

COVID-19 considerations:
All applicants must be fully vaccinated against COVID-19.


Application question(s):

• Are you proficient in using MS Office Suite?
• Are you fully vaccinated against COVID19?

Education:

• Secondary School (required)

Experience:

- clerical, adminstrative, and/or office: 5 years (required)

• CMMS software: 1 year (preferred)

Work Location:
Hybrid remote in VICTORIA, BC