16 results for Administrative Assistant in Hamilton On
Sr. Administrative Assistant<p>We are seeking a dedicated Sr. Administrative Assistant to support a small team for a company based in Mississauga, Ontario. The primary focus of this role involves supporting our team with a variety of administrative duties, ensuring efficient workplace operations.</p><p><br></p><p>Responsibilities:</p><ul><li>Handle incoming and outgoing calls and email correspondence, providing excellent customer service.</li><li>Execute data entry tasks and maintain accurate records.</li><li>Manage the scheduling of appointments and boardrooms, preparing them for meetings as necessary.</li><li>Oversee the procurement of office supplies and maintain inventory control.</li><li>Facilitate the organization and storage of documents through an efficient filing system.</li><li>Support the team with administrative functions such as completing expense reports and courier handling.</li><li>Coordinate company events, overseeing every aspect from planning to execution.</li><li>Develop and prepare presentations for both internal and external audiences.</li><li>Welcome visitors professionally, promoting a positive company image.</li><li>Proofread a variety of documents, ensuring accuracy and adherence to company standards</li></ul>Jr. Administrative AssistantWe are offering a short term contract employment opportunity for a Jr. Administrative Assistant in the Service industry, located in Toronto, Ontario. As a Jr. Administrative Assistant, your primary role will be to assist in the organization and maintenance of financial documents and records, along with providing support to the Accounting department. <br><br>Responsibilities:<br><br>• Ensure accurate and efficient processing of fiscal 2024 branch deposit receipts, neatly organizing them into designated boxes.<br>• Execute detailed labeling on each box, providing brief and clear descriptions of its contents.<br>• Prepare and organize files for upcoming fiscal 2025 branch deposit receipts.<br>• Provide assistance in the filing of fiscal 2025 branch deposit receipts into the appropriate files.<br>• Manage the transfer of fiscal 2024 boxes to the in-house storage area, ensuring they are stacked properly in the designated area.<br>• Utilize skills in Microsoft Excel and Calendar Management to track and manage documentation and scheduling tasks.<br>• Uphold high standards of client relations through efficient management and organization of customer credit records.<br>• Apply filing and labeling skills to maintain a well-structured document system.Administrative AssistantWe are offering a short term contract employment opportunity for an Administrative Assistant in the Property Management industry, located in Toronto, Ontario. As an Administrative Assistant, your role will involve various administrative tasks, including data entry, managing phone calls, and providing excellent customer service.<br><br>Responsibilities:<br>• Handling inbound and outbound calls with professionalism and courtesy<br>• Providing high-quality customer service, addressing and resolving inquiries promptly<br>• Performing data entry tasks with precision, ensuring all information is up-to-date and accurate<br>• Managing email correspondence effectively, responding in a timely manner<br>• Scheduling appointments and maintaining an organized calendar<br>• Utilizing Microsoft Office Suite (Excel, Outlook, PowerPoint, Word) proficiently for various tasks<br>• Greeting office visitors, providing assistance as needed<br>• Digitizing banking and cheque information, maintaining organized electronic files<br>• Utilizing Yardi software for Commercial Property Management tasks.Administrative Assistant<p>We are offering a long term contract employment opportunity for an Administrative Assistant in Toronto, Ontario. The chosen candidate will become a valuable part of our team, assisting in a significant records management project. This role involves reviewing documents in alignment with the company's retention policy, scanning and organizing necessary records, and properly disposing of non-essential documents.</p><p><br></p><p>Responsibilities:</p><p>• Collaborate with the Records Manager to identify and prioritize records for scanning and storage.</p><p>• Handle scanning tasks diligently, ensuring all documents are accurately digitized.</p><p>• Utilize Microsoft Word and Excel for various administrative tasks.</p><p>• Maintain electronic files, ensuring they are correctly named and saved for easy retrieval.</p><p>• Provide excellent customer service, resolving any inquiries in a timely and detail oriented manner.</p><p>• Conduct data entry tasks, ensuring all customer information is accurate and up-to-date.</p><p>• Manage email correspondence, responding promptly and in a detail oriented manner to all incoming messages.</p><p>• Monitor customer accounts, taking the necessary actions when required.</p>Executive AssistantWe are offering a short term contract employment opportunity for an Executive Assistant in Brampton, Ontario. This role involves a variety of administrative tasks across our team, primarily supporting the executive with their schedule, correspondence, and overall organization.<br><br>Responsibilities:<br>• Efficiently handle and prioritize incoming calls, emails, and other communications for the executive, ensuring crucial messages are promptly relayed.<br>• Manage the executive's calendar, coordinating appointments, meetings, and conferences while balancing conflicting priorities.<br>• Take charge of travel arrangements, which includes booking flights, hotels, and arranging transportation, while ensuring alignment with the executive's schedule and preferences.<br>• Assist in the preparation for meetings by collating necessary documents, creating presentations, and ensuring the executive is well-prepared.<br>• Manage and organize documents, reports, and other materials, which may involve creating, editing, and proofreading documents as needed.<br>• Monitor and reconcile expenses, ensuring the executive's financial records are accurate and up-to-date, and submit expense reports in a timely manner.<br>• Act as the executive's gatekeeper, screening calls, and visitors, prioritizing and filtering information to ensure only relevant and important matters reach the executive.<br>• Assist in coordinating various projects and initiatives, liaising with different departments, managing timelines, and ensuring deadlines are met.<br>• Conduct research on various topics as requested by the executive, providing summaries and key information to aid decision-making.<br>• Plan and coordinate events, such as conferences, workshops, or company gatherings, handling logistics, invitations, and necessary preparations.<br>• Maintain a high level of confidentiality and discretion when dealing with sensitive information or matters related to the executive and the organization.<br>• Anticipate the executive's needs, proactively identifying and addressing challenges or issues that may arise.<br>• Exhibit proficiency in using office software and other tools relevant to the role, including calendar software, communication tools, and project management platforms.<br>• Build and maintain positive relationships with internal and external stakeholders, including other executives, clients, and team members.111.1 Job Description – Receptionist & Office Assistant<p>We are offering an exciting opportunity for a Receptionist & Office Administrator to join our financial Services client in the heart of Toronto. The role involves a variety of responsibilities, including front desk management, coordinating meetings, handling financial and administrative tasks,, communication management, and operational duties.</p><p>The Receptionist & Office Administrator role is a 4 day a week position, Monday - Thursday.</p><p><br></p><p>• Warmly greet visitors, clients, and employees, maintaining a professional demeanor at all times.</p><p>• Provide administrative support by handling mail distribution, courier services, and incoming packages.</p><p>• Assist with scheduling meetings, meeting room calendar managing, as well as preparing and organizing materials and equipment for meetings and events.</p><p>• Monitor and restock office and kitchen as well as assisting with event logistics, including food orders, for internal and external meetings</p><p>• Support desk moves, office renovations, and new hire workspace setups</p><p>• Process expense reports while tracking and reconciling receipts</p><p>• Process invoices, prepare cheque runs, and maintain vendor communication</p><p>• Foster clear communication between visitors, clients, and internal teams, addressing queries with accurate information, or escalating them to relevant personnel when necessary.</p><p>• Monitor and manage office supplies, ensuring adequate inventory at all times.</p><p>• Collaborate with facilities or building management for maintenance and operational needs.</p>Administrative Assistant<p>Are you an organized, detail-oriented professional with a passion for supporting high-performing teams in delivering exceptional client service? Join our dynamic wealth management company as an <strong>Administrative Support Specialist</strong> and play a vital role in enhancing client experiences and ensuring operational excellence.</p><p><strong>Key Responsibilities</strong></p><ul><li><strong>Administrative Support:</strong> Assist advisors with day-to-day administrative tasks, including processing transactions, updating client records, handling paperwork for mutual fund and insurance applications, and ensuring timely completion of requests.</li><li><strong>Client Communication:</strong> Serve as a client liaison by responding to inquiries and providing updates on account statuses, ensuring a best-in-class client service experience.</li><li><strong>Reporting:</strong> Prepare, generate, and maintain comprehensive reports related to client accounts, transactions, and other critical data to support decision-making.</li><li><strong>Compliance:</strong> Stay informed about changes in industry regulations and company policies; ensure that all activities meet compliance requirements and protect the firm’s integrity.</li><li><strong>Data Management:</strong> Utilize CRM tools like Salesforce to maintain accurate and up-to-date records, ensuring the integrity and confidentiality of client information.</li><li><strong>Coordination:</strong> Manage scheduling and organize meetings, coordinate advisors’ calendars, and oversee professional correspondence to facilitate efficient operations.</li><li><strong>Team Collaboration:</strong> Work closely with the advisory team to drive efficient processes, seamless service delivery, and an enhanced client experience.</li></ul><p><br></p>Executive Assistant<p>We are on the lookout for an Executive Assistant to join our clients team. This role is located in North York, Ontario. As an Executive Assistant, you will be instrumental in managing various administrative tasks, ensuring efficient communication, and supporting high-level executives in their day-to-day functions. </p><p><br></p><p>Responsibilities: </p><p><br></p><p>• Utilize ADP - Financial Services for various financial tasks and reporting </p><p>• Facilitate virtual meetings through Cisco Webex Meetings </p><p>• Manage and report expenses through Concur </p><p>• Maintain customer relationships and data through CRM </p><p>• Monitor and manage timekeeping through the Kronos Timekeeping System and About Time</p><p>• Oversee and organize executive schedules through Calendar Management </p><p>• Ensure clear and effective Communication across all levels of the organization </p><p>• Coordinate and manage Conference Calls </p><p>• Handle executive Correspondence effectively </p><p>• Apply Business experience in supporting executive decision-making </p><p>• Support C-Suite executives in their daily functions </p><p>• Manage and respond to Email Communications </p><p>• Create Presentations for internal and external meetings </p><p>• Assist in Drafting documents and communications </p><p>• Support the PMO - Project Management Office in project coordination and tracking.</p>Front Desk Coordinator<p>We are in search of a Front Desk Coordinator to join our team based in Toronto, Ontario. This role is pivotal in providing administrative assistance within our organization. The Front Desk Coordinator will be primarily tasked with handling customer service duties, data entry tasks, and organizing files. This is a long-term contract employment opportunity that offers a chance to work in a dynamic and fast-paced environment. Apply now!! This position is exclusively through Robert Half.</p><p><br></p><p>Responsibilities of Front Desk Coordinator:</p><p> </p><ul><li>Greets visitors and callers, in a professional, friendly and polite manner.</li><li>Prepares correspondence, communications, presentations and other documents as required.</li><li>Coordinates with building management for building access or maintenance purposes.</li><li>Completes administrative tasks for members of the senior leadership team, as needed.</li><li>Files and retrieves corporate documents, records, and reports.</li><li>Lead for Event Committee at head office, coordinate Annual corporate events.</li><li>Maintains supply levels and reordering for office supplies, kitchen supplies, and business cards.</li><li>Manages corporate accounts for purchasing supplies, sending mail and shipping packages.</li><li>Coordinates events, travel, board and committee meetings and special functions, including organizing for catering needs.</li><li>Sets up and cleans up board/meeting rooms, including catering and materials as required.</li><li>Acts as ‘host’ for video meetings, sending out links and entering/exiting guests online.</li><li>Minute taking at meetings, process approved minutes.</li><li>Manage corporate credit card and submit expense reports to Finance Department.</li><li>Schedule and coordinate meetings, appointments, and events, including organizing meeting rooms and catering arrangements.</li><li>Maintain and update office records, files, and contact lists, ensuring confidentiality of sensitive information.</li><li>Assist with the preparation of reports, presentations, and other documentation as required.</li><li>Assist in onboarding new employees by preparing materials and setting up workstations.</li><li>Collaborate with other team members to ensure the smooth functioning of office operations.</li><li>Provide back up support to Executive Assistant as appropriate</li><li>Assist with board meeting set up and preparation</li></ul>[Property Admin Assistant<p>We are offering an exciting opportunity in the property administration sector in Scarborough, Ontario. We are in search of a Property Admin Assistant who will be an integral part of our team, carrying out various administrative duties efficiently while maintaining high-quality customer service.</p><p><br></p><p>Responsibilities:</p><p>· Assist the Property Manager with preparation and tracking of annual budget (TMI forecast<strong> </strong>versus actual) and obtaining any necessary supporting documents and reports</p><p>· Provide administrative support to the office/ department with tasks such as distributing mail, memos, letters, faxes and forms, attending to email inquiries and distributing to the right parties</p><p>· Assist in preparing scheduled reports and coordinating flow of information within the company</p><p>· Oversee quality of all contracts to ensure they are fully signed and compliant with municipal standards</p><p>· Ensure property is Accessibility for Ontarians with Disabilities Act (AODA) compliant and following Toronto property related compliance standards</p><p>· Responsible for ordering the necessary supplies,</p><p>· Assist the Property Manager in collecting and entering monthly rents and tenant sales</p><p>· Ensure tenants insurance certificates are valid and copies are maintained in their tenant file.</p><p>· Assist the Property Manager with lease renewals; keeping a schedule of upcoming lease end dates and advising Property Manager of same,</p><p>· Provide administrative support to the Property Manager.</p><p>· Maintain and update tenant lists/files and other files (TMI binders) as necessary.</p><p>· Prepare correspondence as necessary i.e. formulate and distribute tenant letters.</p><p>· Assist in resolving tenant issues and provide additional assistance in resolving day-to-day issues as required.</p><p>· Maintain accounting/invoicing procedures, including processing supplier invoices, preparing monthly tenant service invoices and annual TMI invoices/credits</p><p><br></p>AR & AP Assistant<p>We are offering an exciting opportunity in the automotive leasing industry. We are seeking an AR & AP Assistant who will be tasked with an array of responsibilities including maintaining accurate financial records, processing applications, and resolving customer inquiries. </p><p><br></p><p>Responsibilities:</p><p>● Assemble, review and verify invoices and cheque requests</p><p>● Sorting, coding and data entry vendor and manufacturer invoices</p><p>● Verify and match invoices to purchase orders</p><p>● Process on-demand cheques if any</p><p>● Process bi weekly cheque run</p><p>● Process monthly business office remittances</p><p>● Reconcile manufacturer statements</p><p>● Reconcile electronic transfer payments account</p><p>● Reconcile sublet and payables schedules</p><p>● Flag and clarify any unusual or questionable invoice items or prices</p><p>● Post transactions to journals, ledgers and other records</p><p>● Receive monthly credit card statements, gather receipts and prepare for payment.</p><p>● Reconcile accounts payable records with vendor statements.</p><p>● Prepare monthly analysis of expense accounts using Microsoft Excel</p><p>● Research and resolve invoice discrepancies and issues</p><p>● Correspond with vendors and respond to inquiries</p><p>● Prepare and complete month end expense posting & closing</p><p>● Track and reconcile all Prepaid and Accrual accounts</p><p>● Provide supporting documentation for audits</p><p>● Balancing of Intercompany Accounts on a monthly basis</p>Human Resources (HR) AssistantWe are offering a long term contract employment opportunity for a Human Resources (HR) Assistant in Etobicoke, Ontario. In this role, you will be a key player in the human resources team, providing comprehensive support in recruitment, benefits administration, performance management, and HR reporting. <br><br>Responsibilities<br>• Provide expert advice and guidance on human resources related matters to ensure compliance with employment legislation<br>• Manage end-to-end recruitment process, from job posting and interviewing to offering employment, ensuring a continuous supply of high-quality talent<br>• Analyze recruitment data and trends to improve recruitment strategies and employee retention<br>• Maintain confidentiality while handling employee records, files, and data<br>• Administer benefits effectively, including enrollment, billing, claims assistance, and liaising with LTD Case Managers for return to work plans<br>• Manage performance management processes to ensure effectiveness and compliance<br>• Liaise with payroll to ensure accuracy of data, deductions, salary administration, and record keeping<br>• Oversee the administration of learning management systems to support learning and development initiatives across the organization<br>• Manage WSIB administration, including claims process management and liaising with WSIB staff<br>• Participate in the planning and management of Human Resources projects as needed<br>• Develop and provide regular HR reports (e.g., contract expiry report, ONA seniority list, year-end unfunded liabilities, etc.)<br>• Administer employee recognition and engagement platform and wellness platform to ensure accessibility and effective use.Administrative Coordinator<p>We are offering a long term contract employment opportunity for an Administrative Coordinator in Mississauga, Ontario. In this role, you will be a part of a dynamic team operating within the industry, where you will utilize your skills to contribute to our team's success. </p><p><br></p><p>Responsibilities:</p><p><br></p><ul><li>Responding promptly and professionally to incoming telephone calls and emails</li><li>Efficiently managing and coordinating schedules within the team</li><li>Taking charge of the setup and maintenance of the boardroom</li><li>Overseeing the cleanliness and functionality of the kitchen area</li><li>Welcoming guests and ensuring they are comfortable during their visit</li><li>Carrying out administrative responsibilities for off-site conferences</li><li>Coordinating with courier services for delivery and pick-up</li><li>Assisting team members with any administrative questions or issues</li></ul><p><br></p><p><br></p>Corporate Administrative Coordinator<p>We are in search of a Corporate Administrative Coordinator for our downtown Toronto client, an international trading and investment company. This hybrid position offers exciting opportunities to contribute to strategic projects, grow your career and the teams overall success.</p><p><br></p><p><strong><em>Vendor Management</em></strong></p><ul><li>Oversee and maintain relationships with vendors</li><li>Assist in the coordination of the outsourced account payable function</li><li>Coordinate procurement of items for the (F& B) department</li><li>Develop and implement strategies for continuous improvement in outsourcing practices, focusing on efficiency and cost-effectiveness.</li></ul><p><strong><em>IT</em> </strong></p><ul><li>Assist with the office IT infrastructure and provide hands-on troubleshooting for technical issues and escalating when necessary</li><li>Lead and coordinate special IT projects, ensuring alignment with organizational goals and seamless execution.</li></ul><p><strong><em>CSR and Company Events</em></strong></p><ul><li>Plan, organize, and execute foundation events, including community outreach programs and charitable initiatives.</li><li>Coordinate internal company events to promote employee engagement, team building, and alignment with corporate culture.</li></ul><p><strong><em>Administration</em></strong></p><ul><li>Provide administrative and operational support including drafting detailed reports, compiling data, and preparing presentations.</li><li>Record and distribute minutes of key meetings, ensuring accuracy and timely follow-up on action items.</li></ul>Controller<p>Our well-established client is looking for a Controller with a hands-on approach and keen attention to detail. This role is located in Toronto. 3-4 days in office will be required.</p><p> </p><p>Key responsibilities may include:</p><p>· Financial Management: producing accurate and timely financial reports, overseeing the budgeting process, implementing relevant financial policies, and ensuring compliance with financial rules and regulations.</p><p>· Accounting: supervises all accounting activities, such as payable and receivable accounts, payroll, and tax compliance; financial statement preparation and ensuring these statements comply with local and national accounting standards.</p><p>· Risk Management: Identifying and managing financial risks.</p><p>· Audit: liaising with external auditors, preparing necessary financial statements, and assisting with audits, Notice to Reader and Reviews.</p><p>· Leadership: hire, train, and mentor staff members.</p><p>· Improving systems and processes to enhance the department's efficiency.</p><p>· Collaboration with top management: provide crucial financial information and insights to management and other stakeholders to guide strategic decision-making and planning.</p><p>· Implement improved internal processes and policies aimed at enhancing the financial and operational performance of the company.</p>Finance Admin<p>Our client is a dedicated and compassionate nonprofit organization. As a medium-sized organization, they rely on a strong financial foundation to ensure the success of their mission. We are currently seeking a Finance Administrator to join the team and support the organization's day-to-day financial operations.</p><p><br></p><p>The Finance Administrator reports to the Controller and ensures the smooth operation of financial processes. This role is ideal for a detail-oriented professional with a strong foundation in accounting and financial administration.</p><p><br></p><p>Key Responsibilities</p><p>· Process and oversee financial transactions, including accounts payable, accounts receivable, and invoices.</p><p>· Prepare invoices and manage monthly follow-ups and collections.</p><p>· Reconcile daily and monthly financial transactions (POS, Gift Tool, Raiser’s Edge, etc.).</p><p>· Prepare and reconcile union dues and WSIB remittances.</p><p>· Maintain and update accounting records in compliance with finance policies and relevant legislation.</p><p>· Apply basic accounting principles to analyze variances and perform routine financial reconciliations.</p><p>· Assist in preparing financial reports under the guidance of the Director of Finance.</p><p>· Support annual audits as required.</p><p>· Participate in financial meetings and provide administrative support to the finance team.</p><p>· Contribute to a positive, compassionate, and collaborative work environment.</p>