job description

The Administrative Assistant is responsible for receiving, coordinating and executing administrative tasks and duties to help ensure organizational effectiveness and efficiency. 

The Administrative Assistant reports to the Director of Administrative Operations and is tasked with providing office organizational services to CopiaMobile Inc. and its affiliates. This includes maintaining office processes, services, and records.

responsibilities

1. Maintain office services

• Answers phone, and interacts with customers, clients and public
• Organize office operations and procedures
• Manage correspondences (mail, email, deliveries, shipping, postage)
• Maintains records of assets and inventory using the computer
• Maintain record of organizational contracts and commitments using a computer
• Facilitate the repair of office equipment (e.g. contacting service techs…)
• Clerical and secretarial functions (as requested)
• Assists in making travel plans and reservations
• Attends meetings and transcribe content for recordkeeping
• Maintain office supplies as needed

2. Maintain office staff

• Assist in the Recruitment process and recordkeeping
• Assist in the new hire process by distributing forms and collecting and entering data
• Monitor, record and update personnel time off records
• Prepare and submit for process, bi-monthly time records for payroll, using a computer
• Ensure personnel files are kept up to date and secure

3. Maintain office records

• Utilize or improve existing filing systems to ensure corporate information is accurate and current
• Follow procedures for record retention and disposal (including Laserfiche document scanning)
• Ensure secure and effective transfer of files and records
• Assist with basic bookkeeping duties (QuickBooks entry experience)
• Research and compile business-related information as necessary. 

4. Perform other related duties as required

experience

The Applicant must have proficient knowledge in the following areas:

• Experience with Corporate office operations
• Experience with basic Human Resource administration (e.g. new hire, changes, benefits)
• Experience with collecting and submitting Payroll/Time & Attendance info (Paychex experience a plus)
• Ability to maintain a high level of accuracy in preparing, presenting and recording information

skills

• Excellent interpersonal skills
• Sound decision making skills
• Effective verbal and listening communications skills
• Attention to detail and high level of accuracy
• Effective organizational skills
• Effective written communications skills
• Computer skills including current Microsoft Office programs (Excel, Word, Outlook…)
• Basic invoice entry into QuickBooks
• Time management skills

personal attributes

The Applicant must maintain strict confidentiality in performing the duties of Administrative Assistant.

The Applicant must also demonstrate the following personal attributes:

• Self Motivated
• Honest and Trustworthy
• Flexible
• Follow-through and thoroughness
• Demonstrate sound work ethics

If you are in search of an opportunity in a company that fosters innovation and creativity, while delivering cutting edge mobile technologies, submit your resume today.

CopiaMobile is an Equal Opportunity Employer. We welcome job applications from qualified individuals without regard to race, color, creed, religion, ancestry, national origin, age, sex, pregnancy, marital status, sexual orientation, physical or mental disability, or any other protected characteristics.