•Office Assistant – Data Entry & Document Control

Office Assistant – Data Entry & Document Control

We are hiring for three exciting opportunities within the printing industry for our client. These roles offer hands-on involvement in high-volume data, document, and quality operations that support essential service delivery. Whether you thrive in administrative work, enjoy process-focused tasks, or excel at keeping things organized and accurate, these positions offer a chance to make a direct impact in a collaborative, bilingual environment.

What is in it for you :

• Hourly salary of $22.87.
• 9-month contract.
• Full-time position: 40 hours per week.
• Weekday schedule from 8:00 am to 5:00 pm.
• On-site work in a dynamic environment.
• Join a passionate and inclusive team of professionals.

Responsibilities:

General Work Area

• Ensure customer issues and escalations are resolved or appropriately escalated.
• Conduct quality checks on own work to meet accuracy and output standards.
• Adhere to all safety procedures and physical/logical security requirements.
• Perform duties independently and collaboratively as part of a team.
• Complete backfile duties for absent coworkers as needed.
• Support other duties as assigned by the lead or manager.

Administration

• Provide general administrative support, including supplies fulfillment and filing.
• Enter data into the Meridian billing system.
• Prepare correspondence, reports, and general clerical documentation.
• Maintain logs and complete monthly reports.
• Manage inventory, order consumables and forms, and monitor production printer supplies.

Indexing

• Enter detailed index attributes such as box number, folder description, and sequential document numbers.
• Ensure all folders are uniquely named, even with similar content.
• Interpret folder descriptions from printed or handwritten spine labels.
• Flag and label unreadable or missing data fields with “exception.”

Quality Assurance

• Validate indexed files by comparing hard copies with scanned images.
• Identify and address errors such as misfeeds (“gulps”), torn or obscured pages, and missing/merged documents.
• Assess image quality and escalate poor or questionable scans.
• Annotate manifests for documents with poor source quality and escalate to the team lead.

Data Entry

• Prepare, sort, and organize documents for data entry.
• Verify and correct data to ensure accuracy and completeness.
• Follow up on incomplete documentation.
• Update systems, delete outdated files, and restructure information as needed.

What you will need to succeed:

• High school diploma or equivalent.
• Experience in administrative, data entry, or document handling roles.
• Strong attention to detail with a commitment to accuracy and quality.
• Comfortable working with scanning equipment and document indexing systems.
• Bilingual in English and French to support documentation, communication, and data accuracy in both languages across indexing, correspondence, and quality assurance tasks.
• Excellent written and verbal communication skills.
• Ability to lift boxes up to 30 lbs.
• Demonstrated independence, reliability, and teamwork.
• Adaptability to a mixed casual-professional environment.