Administrative Assistant (Finance and Operations)
David Joseph & Company
Date: 6 hours ago
City: Ottawa, ON
Contract type: Full time
Our Cyber Solutions integrator located in the National Capital Region is looking for a motivated, energetic, personable, and eager Administrative Assistant to support their Finance and Operations teams. The Administrative Assistant will support contracting, procurement, accounting, client partner relationships and various daily administrative functions.
Key Responsibilities:
Key Responsibilities:
- Act as a central point of contact for internal and external stakeholders, answering inquiries an directing them to the appropriate person or department.
- Assist the sales team with registration of deal opportunities and preparation of quotes.
- Receive, review, and verify vendor invoices.
- Match invoices with purchase orders and receipts to ensure accuracy.
- Prepare and send purchase orders to vendors for goods or services ordered.
- Prepare and send invoices to customers for goods or services provided.
- Assist with the preparation of quarterly commission reports
- Reconcile monthly credit card statements with receipts.
- Work closely with the proposals team to support RFP/RFQ responses.
- Coordinate marketing events and workshops with partners and clients. This includes but is not limited to booking venues, coordinating food/refreshments, accommodations for partners/clients, coordinating with AV vendors, etc.
- Office coordination with vendors such as building landlord, parking, mail couriers, phone/internet companies, etc.
- Maintain accurate records and files, both electronic and hard copy. This includes rotating files after fiscal YE, organizing AR/AP files, coordination of shredding old files, etc.
- Oversee office supplies inventory and procurement, ensuring adequate stock levels at all times.
- Ensuring boardrooms, kitchen, and lounge areas are clean (filling/emptying dishwasher as needed, wiping down counters/boardroom tables, etc.)
- Support the Sales and Marketing teams with communication distribution, tracking and creating and sending marketing materials if required.
- Other related tasks as required.
- Proficiency in English, excellent verbal and written communication skills, French is an asset
- Ability to obtain a Canadian Federal Government security clearance – Secret Level preferred
- Proven experience in an administrative role, preferably in a corporate environment.
- Strong organizational skills with the ability to multitask and prioritize workload effectively.
- Excellent communication and interpersonal skills, with the ability to interact professionally with individuals at all levels.
- Proficiency in Microsoft Office suite, specifically Excel and other relevant software applications.
- Experience using accounting programs (ie. Sage, QuickBooks) would be an asset.
- Attention to detail and accuracy in all tasks.
- Ability to maintain confidentiality and handle sensitive information with discretion.
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