Administrative Assistant

Our TorontoJobs.ca Recruiting Division client, located in mid-town Toronto, is looking for an Administrative Assistant.

In this role, you will play a key role in maintaining smooth office operations by managing reception, administrative, and logistics tasks. Your role will involve handling a variety of responsibilities to ensure the office environment remains organized and efficient.

Key Responsibilities:

Reception Duties:

• Answer incoming phone calls and direct them appropriately.

• Greet and assist visitors upon arrival.

• Sort and distribute mail and faxes.

• Arrange couriers for documents and packages.

• Receive and store product samples in the freezers.

• Maintain organized filing systems.

• Keep kitchen and office surfaces clean and tidy.

• Water office plants regularly.

Administrative Duties:

• Coordinate the weekly office schedule and meetings.

• Manage office equipment, leases, and cellphone plans.

• Handle offsite file maintenance.

• Order office and kitchen supplies to ensure smooth daily operations.

• Review and approve invoices related to office expenses.

Logistics Support:

• Update container information in Minotaur for overseas shipments.

• Create and manage physical folders for U.S. and overseas shipments.

• Forward shipping documents to warehouses and shipping lines.

• Digitally save U.S. supplier shipping documents for record-keeping.

• Forward broker invoices and sample shipping documentation to the logistics team.

Additional Duties:

• Fulfill product label requests for the sales team.

• Provide general administrative support to management as needed.

Qualifications :

• Strong organizational and multitasking skills.

• Excellent communication and interpersonal abilities.

• Proficiency in MS Office Suite and familiarity with logistics systems like Minotaur is a plus.

• Ability to manage time efficiently and prioritize tasks.

• Previous administrative experience preferred.

This position requires attention to detail, professionalism, and the ability to support various departments to ensure the smooth functioning of day-to-day office activities.