About the Role

Shield Kings Inc. is looking for a highly organized and motivated Administrative Assistant to join our growing team. The ideal candidate is detail-oriented, can manage multiple priorities, and thrives in a rapid-paced office setting.

Key Responsibilities:

Calendar & Meeting Coordination

- Coordinate appointments, meetings, and internal calendars.
- Schedule meeting rooms and prepare meeting materials.
- Assist with agendas, meeting notes/minutes, and follow-up items when required.
- Coordinate travel arrangements or accommodation bookings as needed.
- Manage multiple email inboxes and ensure emails are directed to the appropriate department.

Reception & Front Office Support

- Greet visitors, customers, suppliers, and contractors in a professional manner.
- Manage incoming calls and general inquiries and direct them appropriately.
- Receive, sort, and distribute mail, courier packages, and deliveries.
- Maintain a professional and organized reception/front-office area.

Office Administration & Coordination

- Coordinate day-to-day office activities and help maintain an organized, efficient workplace.
- Maintain office files, records, forms, and administrative documentation.
- Prepare, format, proofread, scan, copy, and distribute documents as required.
- Maintain shared folders and electronic filing systems.
- Manage multiple email inboxes and ensure emails are directed to the appropriate department.

Data Entry & Reporting

- Enter and maintain accurate information in company systems, spreadsheets, and databases.
- Prepare basic reports, trackers, summaries, and spreadsheets for management.
- Maintain contact lists, supplier information, employee records, or other administrative databases as assigned.
- Support Accounts Payable and Accounts Receivable.
- Perform basic bookkeeping and data entry.
- Assist with invoicing, purchase orders,



and maintaining accurate records.

Team & Management Support

- Provide administrative support to management and various departments.
- Assist with special projects, document preparation, research, and coordination.
- Help track deadlines, outstanding items, and follow-ups.

Confidentiality & Records Management

- Handle confidential company, employee, customer, and financial information with discretion.
- Maintain accurate records in accordance with company procedures.
- Ensure documents are filed, retained, and disposed of appropriately.

Qualifications:

- Previous administrative experience preferred.
- Knowledge of bookkeeping, Accounts Payable, and Accounts Receivable.
- Experience with Microsoft Office (Outlook, Word, Excel).
- Experience with QuickBooks is considered an asset.
- Excellent organizational, attention to detail and communication skills.
- Ability to multitask, Adaptive and work independently.
- Strong interpersonal skills and a professional customer-service approach.
- Ability to take initiative and follow through on assigned tasks.
- Ability to work collaboratively with different departments.

What We Offer:

- Full-time, year-round employment.
- Competitive wages based on experience.
- Opportunity for growth within a rapidly expanding company.
- Supportive and professional work environment.

To Apply: Please submit your resume to: [email protected]

Artificial Intelligence (AI) Disclosure In accordance with Ontario legislation, we may use artificial intelligence (AI) tools to assist in screening, reviewing, and assessing applications during the recruitment process. All hiring decisions are ultimately reviewed and made by human decision-makers.

Pay: $60,000.00-$65,000.00 per year

Experience

- Accounts payable: 2 years (required)
- Accounts receivable: 2 years (required)
- Microsoft Office: 2 years (required)
- QuickBooks: 2 years (required)

Work Location: In person

📌 Administrative Assistant / Office Administrator (Milton)
🏢 SHIELD KINGS
📍 Milton