Administration Assistant

Job Description

Job Description

ADMINISTRATIVE ASSISTANT

We are seeking a reliable, organized, and detail-oriented Administrative Assistant to support the day-to-day administrative and financial operations of our organization.

The ideal candidate is someone who is highly organized, maintains confidentiality, communicates effectively, and can manage multiple priorities while ensuring accuracy and timely completion of administrative tasks.

Key Responsibilities

• Maintain and organize digital and physical files, records, and documents to ensure information is easily accessible and retrievable.
• Assist with data entry, bookkeeping, and expense tracking by accurately recording financial transactions and reconciling reports.
• Manage bills and utilities, including tracking due dates, organizing incoming statements, ensuring timely payment processing, and maintaining accurate records for financial reporting.
• Ensure confidentiality and accuracy when handling sensitive information, company records, and financial documents.
• Manage inbox and phone communications, including monitoring incoming messages, prioritizing requests, responding promptly, and directing inquiries to the appropriate departments.
• Support payroll administration, including gathering timesheets, verifying hours, preparing payroll summaries, and assisting with employee payroll inquiries.
• Coordinate and document slip-and-fall claims, including collecting incident details, maintaining claim records, communicating with insurers, and ensuring timely submission of required documentation.
• Support employee onboarding, including preparing new-hire documents and organizing orientation materials.
• Provide general office support, including scanning, printing, filing, and document formatting.
• Support compliance and audit preparation by ensuring records are complete, accurate, and properly stored.

Skills & Qualifications

• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage confidential and sensitive information professionally.
• Comfortable working with financial records, invoices, expenses, and payroll-related information.
• Proficiency with Microsoft Office and common office software.
• Ability to work independently while also supporting a team.
• Strong problem-solving skills and the ability to prioritize multiple tasks.
• Previous administrative or office experience is an asset.

What We’re Looking For

We are looking for someone who is dependable, professional, proactive, and organized, with the ability to take initiative and keep administrative processes running smoothly.

If you are a detail-oriented individual who enjoys keeping things organized and providing dependable administrative support, we would love to hear from you.