| Description: |
Staffmax is assisting our client for an Admin Assistant in Calgary, AB. This position you are required to have already Reliability Security Clearance- If you do not have one, do not apply to this role. Last day to apply is January 11th, 2024.
Location: Calgary, AB
Role: Admin Assistant
Term: January 22nd, 2024 to July 15th, 2024
Hours: Monday to Friday, 8:30am to 4:30pm
Requirements:
- Must have Reliability Security Clearance
Typical tasks and daily duties may include, but are not limited to:
- Process incoming and outgoing mail/courier items
- Open, date stamp and distribute incoming mail
- Receive and record courier deliveries
- Determine if incoming mail/packages are sent direct to client or routed to appropriate classifier for capture
- Process outgoing mail/courier items:
- Advises clients of the most cost-effective way of sending outgoing mail and courier packages
- Utilize postage machine to process outgoing mail
- Use online systems (Canada Post, FedEx, West Direct, Purolator) to ship outgoing courier packages and provides tracking as necessary
- Organizes end-of-day mail/shipments for pick-up by Canada Post, Purolator and/or other couriers
- Keeps abreast of upcoming mailouts and uses proper judgment to select the proper mailing list and envelope size to complete bulk mail-out requests
- Communicates with the clients in order to ensure that Mail Services has all of the information and supplies to process their request(s)
- Updates tracking tools, in a timely manner, to facilitate the collection of mail statistics
- Complies mail statistics every month
Additional duties as needed:
- Processing invoices
- Maintaining a system for routing and tracking administrative reports and directories
- Routing and tracking items for review or signature, to and from the business unit office
- Planning and organizing documents for projects or studies or both and providing recommendations
- Monitoring supply agreements, contract, task authorizations and other procurement items for the business unit
- Participating in meetings
- Creating a presenting a variety of weekly and monthly reports
- Offering guidance and training to new personnel when requested
- Moving furniture and boxes or doing minor repairs in Facilities
- Escorting contractors
- Assisting with Audio Visual meetings if necessary
- Procuring facility and office supplies
- Getting quotes and estimates from vendors
- Talking with building operations management and placing calls to the building government maintenance call center
Conditions and Requirements:
Client Services requires an Administrative Assistant with senior/advanced levels of knowledge and skill sets which include:
- Strong detailed orientation skills :ie: able to self-correct as required and to capture errors without being prompted
- Strong multi-tasking skills: ie: able to attend to several project requirements while maintaining focus on workload demand at hand
- Communication skills both oral and written: ie: able to communicate effectively with peers
- Experience in working with MS Office (Word and Excel)
- Some standing, lifting and reaching to put away and pull material and organize shelves several times daily. On occasion, lift boxes weighing up to 20 pounds when working with files or mail
- Facilities work such as: lifting chairs, moving tables, moving boxes
We thank everyone who applied, only those selected will be contacted.
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