Administrative Assistant

Position: Administrative Assistant

Location: Richmond Hill - Ontario

Employment Type: Full time / Part-Time

Job Summary

We are looking for an organized, reliable, professional, and computer-savvy Administrative Assistant to support the daily operations of our office. The successful candidate will provide administrative and clerical support, assist staff and management, communicate with clients and visitors, and help ensure the office runs efficiently.

A strong working knowledge of computers and Microsoft Office is important for this role. The ideal candidate should be software-friendly, comfortable learning new programs, and confident using digital tools in a busy office environment.

Scope of the Job The Administrative Assistant will be responsible for supporting the overall administrative and day-to-day functions of the office. The scope of the role includes office administration, customer service, scheduling, document preparation, data entry, record keeping, communication, and the effective use of computer systems and office software.

The employee will be expected to use technology confidently to complete tasks accurately and efficiently, maintain organized digital records, communicate with staff and clients, and adapt to new software or systems introduced by the company.

Key Responsibilities

- Answer and direct phone calls, emails, and general inquiries.
- Greet visitors and provide professional front-desk support.
- Schedule appointments, meetings, and maintain office calendars.
- Prepare, organize, scan, photocopy, and file documents.
- Perform accurate data entry and update company databases and spreadsheets.




- Maintain electronic and paper records in an organized manner.
- Prepare reports, correspondence, forms, letters, and other documents.
- Assist management and staff with daily administrative duties.
- Order and maintain office supplies and inventory.
- Receive and distribute mail, packages, and deliveries.
- Maintain confidentiality of company, employee, and client information.
- Keep reception and office areas organized and professional.
- Support other office functions and administrative projects as required.

Computer and Software Responsibilities

- Use computers confidently for daily administrative work.
- Have strong working knowledge of Microsoft Office.
- Create, edit, format, and organize professional documents.
- Prepare and maintain spreadsheets, lists, reports, and basic tracking files.
- Manage emails, calendars, appointments, and electronic communications.
- Organize electronic files and folders using proper naming and filing systems.
- Use online portals, databases, cloud-based applications, and office management systems.
- Learn and adapt quickly to new company software and digital tools.
- Perform basic troubleshooting for common computer, printer, email, and software issues.




- Assist with maintaining accurate information across different computer systems.
- Follow company procedures for data security, passwords, privacy, and confidential information.

Qualifications

- Post-secondary education or a university degree is preferred. Any education or experience related to shipping, logistics, transportation, business administration, or a related field is considered an asset.
- High school diploma or equivalent; post-secondary education – any shipping business knowledge is an asset.
- Previous administrative, receptionist, customer service, or office experience preferred.
- Strong computer literacy and confidence using office technology.
- Good working knowledge of Microsoft Word, Excel, Outlook, PowerPoint, and Teams.
- Ability and willingness to learn new software and computer systems.
- Strong verbal and written communication skills.
- Excellent organizational and time-management skills.
- Strong attention to detail and accuracy.
- Ability to multitask and prioritize responsibilities.
- Professional, dependable, and able to work independently and as part of a team.
- Strong customer-service and interpersonal skills.

Ideal Candidate The ideal candidate is friendly, organized, detail-oriented, dependable, computer-literate, and software-friendly. They should be comfortable working with Microsoft applications and willing to learn new technology as required. The candidate should be able to use computers efficiently to support administrative operations and contribute to a organized office. Pay: From $20.00 per hour

Expected hours: 25.0 per week

Work Location: In person

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