Office Administrator (12 Month Term

Job Summary:

The Office Administrator is responsible for accounts receivable, processing invoices, and managing customer inquiries related to billing, payments, and accounts. This role requires the individual to handle customer printing requests, ensure timely and accurate order processing, provide quotes, and maintain positive customer relationships.

Key Responsibilities:

1. Accounts Receivable:
   • Manage Payments: Process customer payments, record transactions, and manage discrepancies.
   • Reporting: Reconcile accounts to ensure accurate financial reporting.
   • Support Accounts Payable Processes: Manage vendor communications and payments.
2. Printing Operations:
   • Manage Printing Requests: Handle and manage all customer printing requests, ensuring that orders are processed accurately and efficiently.
   • Order Accuracy: Ensure that all printing orders meet customer expectations in terms of quality and timelines.
   • Customer Quotes: Provide timely and accurate quotes to customers upon request.
   • Order Processing: Oversee the entire order process, from receiving orders to coordinating with the production team and ensuring timely delivery to customers.
   • Quality Control: Ensure all printed materials are of high quality and meet the specifications requested by the customer.
3. Customer Service:
   • Customer Relationships: Greet and maintain positive customer relationships by providing excellent customer service.
   • Timely Follow-Up: Follow up with customers on their orders, address any concerns, and resolve issues promptly.
   • Communication: Act as the primary point of contact for customers regarding their printing needs, providing updates and support as needed.
4. Office Administration:
   • Office Management: Answer phones and oversee day-to-day office operations, including maintaining office systems, files, supplies, and equipment.
   • Process Improvement: Implement and maintain efficient office processes and procedures to improve overall productivity.
   • Reporting: Prepare and maintain various reports related to printing orders and office operations.
   • Support: Provide general administrative support to the management team and other departments as needed.

Preferred Qualifications:

• High school diploma or equivalent; a degree in business administration or a related field is preferred.
• Minimum of 2-3 years of experience in accounts receivable, invoicing, and office administration.
• Previous experience in printing operations would be considered an asset.

Skills and Abilities:

• Proficient in Microsoft Office (Excel, Word).
• Strong data entry skills with a high level of accuracy.
• Knowledge of accounting principles.
• Excellent verbal and written communication skills.
• Strong problem-solving abilities and attention to detail.
• Ability to handle confidential information with integrity.
• Ability to multitask and prioritize work in a fast-paced environment.
• Team player but also able to work independently.
• Previous sales experience.
• Excellent work ethic.
• Possess excellent customer service skills and effective communicator.
• Ability to keep accurate records, either paper-based or on the computer.
• Positive attitude towards safety.
• Working knowledge of Printsmith would be an asset.

Work Environment:

Regular hours with the potential for occasional overtime in an office setting with occasional interaction with production staff.

Wage & Benefits:

This union position offers a wage of $25.14/hour, 37.5 hours per week, and provides a benefit package.

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Pay: $25.14 per hour

Expected hours: 37.5 per week

Benefits:

• Casual dress
• Dental care
• Employee assistance program
• Extended health care
• Paid time off
• Vision care

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 2 years (preferred)
• Accounts receivable: 2 years (preferred)
• Printing operations: 1 year (preferred)

Work Location: In person

Application deadline: 2024-11-05