Office Assistant

Job title: Office Assistant

Job description: About New Age

At the New Age Group, we have been an industry leader in managed security solutions for clients across Canada and the United States for 25 years. We are currently growing and seeking a dynamic, highly motivated, and results-driven individual to join our office administrative team. This entry-level position offers a fast-paced and challenging work environment and is ideal for someone looking to gain experience and kick-start their career in office administration.

General Role Description

The Office Assistant plays a crucial role as a member of the administrative team who will provide a wide variety of clerical support to various business units within the company. The ideal candidate must be organized, detail oriented and capable of multitasking to handle diverse responsibilities.

Duties may include but not limited to data entry, inventory tracking, record-keeping, and handling customer correspondence while providing excellent customer service. Familiarity with Microsoft Office programs is critical to this role combined with excellent typing skills. This is a client-facing role; thus, strong interpersonal and communication/time management skills are necessary to be successful in this role. The ideal candidate preferably has access to their own vehicle and can reliably commute to the office.

General Duties/Key Responsibilities

Administrative Support:

• Perform general office tasks such as photocopying, shredding, scanning and filing documents.
• Manage/order office/cleaning supplies as required and putting them away in appropriate location.
• Greet and assist office visitors.
• Maintain and update office records and trackers including internal phone list accurately.
• Handle incoming/outgoing mail and courier deliveries and distributing them accordingly.
• Open new customers and general files.
• Ensure cancellation of client account is performed as per the scheduled date.
• Assist in planning company events and ordering food for quarterly staff meeting.
• Collaborate with various team members to assist in their administrative needs.
• Act as a full back up to the Office Administrator/Office Manager.
• Follow and comply to company procedures and standards.

Communication:

• Screens incoming calls and issue a ticket to the appropriate person.
• Respond to emails/inquires and forward them to the appropriate person.
• Managing customer support mailbox throughout the day.
• Confirming and reconfirming service visits with clients and sub-contractors.
• Advise clients and/or sub-contractors of any service cancellation/re-scheduling.
• Keeping track of technician’s availability.
• Handle sensitive information with discretion and maintain confidentiality.
• Book internal meetings as requested by staff.

Office Organization:

• Help keep the overall appearance of the office tidy throughout the day.
• Perform end of day facility closeout by going through the checklist.
• Conduct quarterly H&S office inspection as per Health and Safety standards.

Installation Calendar Logistics and Management:

• Management of the installation calendar including adding/deleting/re-scheduling jobs.
• Ensuring calendar and its checklist is completed 8 weeks ahead and accurate 100%.
• Preparation of technician’s takeout packages.

** This role is not limited to the above listed responsibilities; other tasks may be assigned as required. **

Work & Education and Experience Requirements:

• Minimum high school diploma. College or University degree is an asset but not mandatory.
• Proficient in Microsoft Office Applications (Excel, Word, and Outlook)
• Self-motivated, show proactiveness and takes initiative.
• Strong verbal and interpersonal skills and the ability to organize and prioritize work.
• Ability to multi-task and adapt to a fast-paced environment
• Speak, read, and write fluent English
• Attention to detail and problem solver.
• Strong time-management and organizational skills
• Bookkeeping knowledge/experience is an asset but not mandatory.
• Office experience is an asset but not mandatory.

New Age Group offers a competitive salary based on experience and benefits.

Mandatory Requirements:

New Age Group is a well-recognized company in the security industry and to protect the safety of our customers, the successful candidate will be required to provide a clean Criminal Background Check for the past 5 years from Canada upon hiring. At this time, New Age Group will not be accepting applications outside of the Province of Ontario.

Job Types: Full-time, Permanent and 100% onsite.

Schedule:

• 8-hour shift
• Monday to Friday

Starting Hourly Rate – $21.00/hour -$24.00/hour (based on experience)

As part of the hiring process, New Age will be conducting a very thorough work reference check. Please have references available upon request.

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