21 Jan
J.S. Held
Stittsville
Job Description
The Team and Job Summary
We are seeking a detail-oriented and efficient Administrative Analyst to join our Stittsville, ON, Canada, team. This is a unique opportunity for an entrepreneurial, highly driven person with a well-rounded skill set to join the J.S. Held team, whose responsibilities extend beyond those of traditional Administrative Assistants. The ideal person for this role will need to not only have a strong grasp of the administration of the office (client relationships, suppliers and vendors’ management, invoicing support, document management, etc.), but also be flexible and a strategic thinker able to take on a variety of tasks.
Job Responsibilities
- Strong ability to utilize Microsoft Word and PowerPoint to create documents according to internal standardized guidelines
- Manage shipping, receiving, and act as our customs broker in person in our Stittsville, ON office
- Ensure that health and safety guideline are met
- Support engineering staff in managing client relationships, coordinating inspections and meetings, managing project tasks, and responding to client requests
- Calendar management - coordinate availability of staff and equipment for meetings, inspections, and teleconferences
- Support in travel preparations and expense reports
- Support in invoicing, follow-up of A/R, and time-keeping processes
- File Management - receive documents from clients and assign tasks to engineers
- New project intake - coordinate conflict checks, gather key information, set up new projects, and assign tasks to team members
- Support in preparing presentations for clients,
coordinating marketing events, etc.
- Support in responding to client requests and requesting info from clients
- Liaison with J.S. Held offices
- General assistance to employees: new hire on-boarding, etc.
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