Administrative Assistant
Ontario, Canada (remote-friendly) — Full-time
We are currently seeking a special person to join our team as an Administrative Assistant. Fun, cheerful, organized, multitasking, responsive, internet research wizard, people person, detailed, and did we mention organized? Basically, a Super Hero type of person! Get the flexibility to work from home or from anywhere you have access to your phone and internet.
What you would be doing
- Act as the initial point of contact for clients
- Organize and schedule appointments for executives and plan meetings / take minutes
- Maintain filing system by saving all relevant documents and adding notes for each action
- Manage project budgets to discover outstanding debts or other inconsistencies
- Issue invoices, bills, and account statements and send them to customers through various channels (mail, e-mail etc.) and ensure payments are received
- Send reminders for payments and contact customers when assigned
- Update accounting records with new payments, balances, customer information etc.
- Answer questions and handle complaints from customers regarding bills
- Conserve executives’ time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
- Maintain executives’ appointment schedules by planning and scheduling meetings, conferences, and teleconferences
- Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
- Maintain customer confidence and protect operations by keeping information confidential
- Receive and coordinate RFPs
- Develop marketing materials
- Edit and proof finalized proposal documents
- Notify or locate customers with delinquent accounts and attempt to secure payment, using postal services, telephone, or email
- Mail/email form letters to customers to encourage payment of delinquent accounts
- Contact potential clients through cold calls and emails; present the company to potential clients
- Follow procedures for proposal and project stages
- Assist Engineers / Project Managers in formatting / editing / researching proposals / projects
Qualifications
- Undergraduate degree in business administration / accounting / marketing
- 1–3 years experience in a similar position
- Accounting and marketing (online and social media) experience an asset
- Experience with Deltek ERP system an asset
Click below to apply.