Administrative assistant 

 Salary $25-26 CAD per hour (To be negotiated)

 Vacancies: 2 

 Employment groups: Youth, Veterans of the Canadian Armed Forces, Visible minorities, Persons with disabilities, Indigenous people, Newcomers to Canada

 Terms of employment Permanent, Full time 35 to 40 hours / week

 Start date As soon as possible

 Employment conditions: Overtime, Morning, Day Working hours from 08:00 to 16:00

Job requirements

Languages: English

Education: College, CEGEP or other non-university certificate or diploma from a program of 3 months to less than 1 year 

Experience : 

1 year or less will be an Asset 

Security and Safety: Bondable

Transportation/Travel Information

Own transportation

Work Conditions and Physical Capabilities

Fast-paced environment, Work under pressure, Tight deadlines, Repetitive tasks, Attention to detail

Personal Suitability

Ability to multitask, Excellent oral communication, Flexibility, Client focus, Reliability, Organized, Excellent written communication, Team player, Accurate

Additional Skills

Supervise other workers, Train other workers

Area of Specialization

Correspondence, Reports and records, Statistics, Invoices

Business Equipment and Computer Applications

Electronic scheduler, MS Excel, MS Office, Simply Accounting, MS Word, Quick Books, MS Windows

Operating Systems and Software

Google Docs

Specific Skills

Managing Administrative Tasks: This involves handling day-to-day administrative tasks such as answering phones, responding to emails, filing paperwork, and maintaining office supplies.

Customer Service: Interacting with customers to provide information about shipments, address concerns or complaints, and ensure customer satisfaction.

Billing and Invoicing: Generating invoices for completed shipments, tracking payments, and managing accounts receivable. This may also involve reconciling billing discrepancies and communicating with customers or accounting departments as needed.

Safety Compliance: Ensuring that all safety regulations and compliance standards are met, including maintaining records of driver qualifications, vehicle inspections, and compliance with federal and state regulations.

Data Entry and Record Keeping: Inputting data into various systems, maintaining accurate records of shipments, drivers, and other pertinent information.

Human Resources Support: Assisting with HR-related tasks such as recruiting and hiring new employees, managing employee files, and coordinating training programs.

Financial Management: Assisting with budgeting, expense tracking, and financial reporting as needed.

Office Coordination: Overseeing the smooth functioning of the office environment, including coordinating meetings, arranging travel, and managing office facilities.

Communication Liaison: Serving as a liaison between different departments within the company, as well as with external partners such as clients, vendors, and regulatory agencies.

Problem Solving: Addressing any issues or challenges that arise in the day-to-day operations of the office or with shipments, and finding effective solutions.

Documentation and Compliance: Ensuring that all necessary documentation is completed accurately and on time, including permits, licenses, and insurance forms.

In addition to the above-mentioned criteria the position calls for -  

• an individual who has initiative and can work independently as well as in a team environment.
• Ability to exercise excellent judgment while providing full administrative support to more than one senior staff officer.
• Excellent organizational, communication and interpersonal skills, with professional telephone manner.
• The ability to deal with difficult situations with patience and tact.
• Ability to work accurately and efficiently under pressure and with deadlines.
• Fast and accurate keyboarding and data entry skills.
• Well developed and current computer skills in the full Microsoft Office Suite, including Word, Excel, Outlook and PowerPoint; and
• Recent experience working with databases and customers

Technical Terminology: Business

How to apply

By email

accounting@ontariotransway.com

Intended job posting audience

Anyone who can legally work in Canada can apply for this job. If you are not currently authorized to work in Canada, the employer will not consider your job application.