Uploaded by Laura French

Job Description - Receptionist - Administrative Assistant

360 Montrose St. N Unit 3
Job Description
General Accountability:
The Receptionist / Administrative Assistant is responsible for providing support to all aspects of the
business. They will ensure that all reception, administrative and accounting functions are carried out in
an efficient, effective and professional manner.
 Greet and welcome visitors as soon as they arrive at the office
 Direct visitors to the appropriate person and office
 Answer, screen and forward all incoming phone calls
 Ensure reception area is clean, safe and presentable, with all necessary material (e.g. pens,
forms and brochures)
 Provide basic and accurate information in-person and via phone/email
 Receive, sort and distribute daily mail/deliveries
 Maintain office security by following safety procedures and controlling access via the reception
desk (monitor logbook,)
 Order front office supplies and other supplies as needed
 Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing
Office Administration:
 Create all new jobs and archive all old jobs in the GO
 Email sent out to all employees at least twice a week of all the current open jobs
 Scan all timesheets and put into the corresponding weekly’s folder
 Organize road and shop timesheets, making sure to include the proper packing slips with
proper job #
 Organize all packing slips with proper job #’s and file them accordingly
 Create Weekly Hours Summary Report and send a copy to Eric
 Update the truck spread sheet accordingly
 Update the truck safety sheets (mileage) in OTB (Preventative Maintenance Tracking Program)
 Update the safety logging spreadsheet using safety sheets received from all employees
 Update and maintain the safety spreadsheet and send a copy to Eric each week
 File all safety sheets accordingly in the proper locations
 Update and maintain Mike’s sales list with all existing and new companies
 Millwrighting
 Fabrication
 Rigging
 Welding
360 Montrose St. N Unit 3
Follow up on emails and any communication within the company (Organization)
Record meeting minutes on a monthly basis
Create and maintain any current and new SOP’S as required
Maintain and update the employee packages for any new hires
Ensure that all Nemx safety sheets and timesheets are stocked in the magazine racks located
near the washrooms
 Processing of weekly Customer Invoicing using QuickBooks
 Scan and send invoices and time sheet/s to customers weekly
 Filing of all AR and AP files accordingly each week
 Update and maintain monthly MasterCard and Petro card receipts with monthly statements
 Update and track any food purchases from master card statements in an excel spread sheet
Required Knowledge, Skills & Abilities:
 The ability to maintain confidentiality;
 Strong computer skills including experience with Windows, Word, Excel;
 Excellent English communication skills both written and verbal;
 Proficient French communication skills both written and verbal strongly preferred;
 Excellent attention to detail and superior organizational skills
Required Qualifications:
 Two years’ experience with customer service;
 Two years’ experience with Office Administration
Physical Demands:
 Ability to sit at a desk and do general office work, which includes periodic sedentary
 Ability to use and view a computer screen for up to 8 hours per day;
 Ability to communicate via telephone and e-mail without assistance.
 Manual dexterity to perform repetitive tasks;
 Millwrighting
 Fabrication
 Rigging
 Welding
360 Montrose St. N Unit 3
I agree that I have read and understood the physical requirements of this position and am capable of
fulfilling the duties as described within the job description.
I agree that I am fully capable of wearing the appropriate Personal Protective Equipment (PPE’s) as
designated by my Manager/Supervisor for the job I will be performing.
I confirm that I do not have any pre-existing medical conditions or restrictions that would prohibit me
from completing the tasks listed in the job description.
If I do have any medical or physical limitations, I agree to immediately advise Human Resources so that
accommodations can be considered.
Employee Name (Print)
 Millwrighting
 Fabrication
 Rigging
 Welding
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