Job details

Description

Core Hours

Monday - Friday, 8:00 am - 5:00 pm

Purpose and Scope

Provides general office support with a variety of administrative activities and related tasks. The Administrative Assistant will be responsible for answering calls from both internal and external customers, scheduling appointments, maintaining files, preparing various documents as well as additional clerical duties.

Essential Duties & Responsibilities

• Assist various departments with preparation or updating of reports, proposals, meeting minutes, memos, forms, correspondence and other word processing documents.
• Maintain highly sensitive and confidential files, correspondence and information.
• Schedule meetings held by assigned departments and prepare conference rooms with required equipment, supplies, and catering.
• Collect and prepare information for use in discussions/meetings.
• Create and manage purchase requisitions as needed for department(s), while maintaining budget compliance.
• Maintain meeting and travel schedules and organize travel itineraries, as required.
• Reconcile credit cards & complete expense reports, as required.
• Be mindful on a daily basis of schedules and agendas and anticipate actions required to maintain efficiency.
• Answer incoming calls (internally and externally) and greet guests in a professional manner.
• May distribute incoming and outgoing mail.
• May coordinate the pick-up of express mail services (FedEx, UPS, etc.).
• May manage Purchase Requisitions and track expenditures in compliance with company policies and procedures.
• May reconcile invoices including office supplies, breakroom supplies, etc.
• Order, receive, stock and distribute office and general supplies for the facility.
• Act as primary backup to other Administrative Assistants for breaks, lunches and time off as necessary.
• Assist with special projects, as needed.
• Perform other related duties as assigned.

Knowledge, Skills & Abilities 

• Advanced knowledge of the Microsoft Office Suite, including Word, PowerPoint, Outlook, Excel and Access.
• Demonstrated ability to work cooperatively and collaborative with a range of different personalities and organizational needs.
• Excellent phone etiquette and verbal communication skills.
• Effective written communication skills/editing/proof reading skills.
• Excellent time management skills.
• Ability to multi task with a high level of attention to detail.
• Ability to be flexible and adapt to changing priorities.
• Ability to work independently on assigned tasks as well as to accept direction on given assignments.
• Attention to deadlines and is able to maintain a reliable schedule.

Core Values

• The Administrative Assistant is expected to operate within the framework of Tolmar’s Core Values:
• Consistently operate with the highest standards of ethics and compliance.
• Take ownership of your actions, success and setbacks.
• Respect each other and understand that honest collaboration is at the heart of our company success.
• Go the extra mile to make things happen.
• Be committed to all we do and the patients we serve.
• Embrace change with enthusiasm.
• Strive to learn about and understand the needs of customers and patients, and take action with great speed and efficiency no matter the task.

Education & Experience

• High school diploma or equivalent. Associate’s Degree preferred.
• Two or more years’ experience working as a receptionist or experience in an administrative or customer service role.

Working Conditions

• Professional reception and office environment.

Compensation and Benefits

• Pay: $20.00 - $24.00 per hour (depending on experience)
• Benefits summary:  https://www.tolmar.com/careers/employee-benefits 

Tolmar compensation programs are focused on equitable, fair pay practices including market-based base pay and a strong benefits package. The final compensation offered may vary from the posted range based on the selected candidates qualifications and experience. 

Tolmar is an Equal Opportunity Employer. We do not discriminate on the basis age 40 and over, color, disability, gender identity, genetic information, military or veteran status, national origin, race, religion, sex, sexual orientation or any other applicable status protected by state or local law. It is our intention that all qualified applicants be given equal opportunity and that selection decisions are based on job-related factors.

Behaviours

Motivation

Education

Experience

Licences & certifications