Office Administrator
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Office Administrator

Job Summary

This position is supported by the Director, Customer Experience & Product Management and will be responsible for preparing internal company correspondence, coordinating and communicating office activities, greeting and screening visitors, answering and referring inbound telephone calls, scheduling appointments and a wide variety of clerical office duties in support of company administration. This role also acts as acts as a liaison between customers and Sensors & Software to triage product and/or service related queries and perform front office duties. This role works closely with various internal teams to ensure a high level of professionalism and excellent service standards for our customers and employees.

 

Key Responsibilities:

 

Front Office Coordination

  • Provide administrative support to the leadership team, as required.
  • Coordinate various office tasks such as, incoming/outgoing mail, travel account management, miscellaneous data entry, document preparation, purchase requests, software password generation, etc.
  • Maintain inventory of office, kitchen, & cleaning supplies.
  • Update and maintain sales & vacation calendar and current events.
  • Administer the phone system, setting up new employees, maintaining phone lists, call routing, etc.
  • Manage relationship with various vendors, contractors, and service providers for office & building maintenance activities.
  • Provide admin support for various office events, key meetings, Summer BBQ, Children’s and Employee’s Holiday Party.
  • Take and record telephone, e-mail, or written messages for staff members.
  • Type forms, letters, reports, and memos as necessary.
  • Receive and distribute all forms of paper correspondence.
  • Where necessary, assist in the compilation of data for various reports.
  • Coordinate the logistical aspects of departmental programs, such as meetings, seminars, workshops, special projects, and events.
  • Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure the appropriate presentation equipment is there.
  • As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
  • Provide information to staff and/or clients about special activities.
  • Support training course administration, including training course registrations, timely communication with course attendees, and course logistics as required.
  • Schedule appointments for interviews. Ensure all forms and reports are completed as needed.
  • Ensure that the appropriate evacuation procedures are carried out in the event of an emergency.
  • Observe and report any security issues to the Office Manager.
  • Arrange travel bookings via approved providers, distribute tickets to staff, and post incurred expenses to the summary sheet.
  • Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
  • Provide backup for shipping and order coordination, including order entry, preparing documents, tracking deliveries and customer follow-up
  • Maintain the reception and common areas in a tidy and presentable manner.
  • Accept and monitor inbound shipments as necessary.
  • Other duties as assigned.

Skills and Qualifications

  • Minimum 2 years’ post-secondary education in a related discipline.
  • Minimum 3-5 years’ experience in an office administration role.
  • Advanced level proficiency in Microsoft Office products, including Excel, Word, and PowerPoint.
  • Excellent time management skills and ability to multi-task and prioritize work.
  • Strong written and verbal skills to communicate with all levels of the organization and its executive team.
  • Detail oriented and organized, with excellent follow-up skills.
  • Self-motivated, with good people skills
  • Ability to apply understanding to carry out instructions in written, verbal, or diagram form.
  • Aptitude to learn systems, technology to effectively triage customer inquiries
  • Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
  • Meticulous records maintenance skills.
  • Superior telephone manners and strong interpersonal skills.
  • Strong customer service orientation.
  • Strong morals and ethics, along with a commitment to confidentiality/privacy.

 

About Sensors & Software Inc.

 

SENSORS & SOFTWARE INC.

 

1040 Stacey Court, Mississauga, ON, Canada

 

Sensors & Software Inc. is recognized worldwide as an innovative manufacturer of ground penetrating radar (GPR) instrumentation and software. Sensors & Software Inc. was formed in 1988 to commercialize GPR technology, initially developed for geological applications during the 1970’s and early 1980’s. Sensors & Software Inc. is a growing company with customers all over the world, offices in Canada and Germany and a worldwide partner network. The company has developed systems for numerous applications, including structural assessment, mining and quarrying, utility locating, forensics, archaeology, geology, environmental assessment, glaciology, agriculture, and UXO detection. Software is a major part of all of Sensors & Software Inc.’s activities and we develop all our GPR data analysis software in-house.

 

The vision at Sensors & Software Inc. is to bring GPR technology to those who need it in a practical way. We are problem-solvers and strive to understand the issues that face our clients on a day-to-day basis so that we can provide effective, targeted solutions. Our patented technologies, scientific expertise, practical experience and passion for the advancement of GPR provide the foundation to address even the most complex of challenges.

 

Application:

Email: hr@sensoft.ca

 

Visit our website at www.sensoft.ca for more information.

 

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