Administrative Assistant (Finance and Operations)

Job title:

Administrative Assistant (Finance and Operations)

Company

David Joseph & Company

Job description

Our Cyber Solutions integrator located in the National Capital Region is looking for a motivated, energetic, personable, and eager Administrative Assistant to support their Finance and Operations teams. The Administrative Assistant will support contracting, procurement, accounting, client partner relationships and various daily administrative functions.Key Responsibilities:

• Act as a central point of contact for internal and external stakeholders, answering inquiries an directing them to the appropriate person or department.
• Assist the sales team with registration of deal opportunities and preparation of quotes.
• Receive, review, and verify vendor invoices.
• Match invoices with purchase orders and receipts to ensure accuracy.
• Prepare and send purchase orders to vendors for goods or services ordered.
•  Prepare and send invoices to customers for goods or services provided.
• Assist with the preparation of quarterly commission reports
• Reconcile monthly credit card statements with receipts.
• Work closely with the proposals team to support RFP/RFQ responses.
• Coordinate marketing events and workshops with partners and clients. This includes but is not limited to booking venues, coordinating food/refreshments, accommodations for partners/clients, coordinating with AV vendors, etc.
• Office coordination with vendors such as building landlord, parking, mail couriers, phone/internet companies, etc.
• Maintain accurate records and files, both electronic and hard copy. This includes rotating files after fiscal YE, organizing AR/AP files, coordination of shredding old files, etc.
• Oversee office supplies inventory and procurement, ensuring adequate stock levels at all times.
• Ensuring boardrooms, kitchen, and lounge areas are clean (filling/emptying dishwasher as needed, wiping down counters/boardroom tables, etc.)
• Support the Sales and Marketing teams with communication distribution, tracking and creating and sending marketing materials if required.
• Other related tasks as required.

Qualifications:

• Proficiency in English, excellent verbal and written communication skills, French is an asset
• Ability to obtain a Canadian Federal Government security clearance – Secret Level preferred
• Proven experience in an administrative role, preferably in a corporate environment.
• Strong organizational skills with the ability to multitask and prioritize workload effectively.
• Excellent communication and interpersonal skills, with the ability to interact professionally with individuals at all levels.
• Proficiency in Microsoft Office suite, specifically Excel and other relevant software applications.
• Experience using accounting programs (ie. Sage, QuickBooks) would be an asset.
• Attention to detail and accuracy in all tasks.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Expected salary

Location

Ottawa, ON

Job date

Sat, 26 Oct 2024 06:17:59 GMT

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