Company Overview
Nippon Express Company, Ltd. ("NX") was founded in 1872 in Japan and is headquartered in Tokyo. NX employs approximately 72,000 employees at 733 locations, in 47 countries and 314 cities around the world. As a leader in the freight forwarding industry, the Company's successes and ingenuity are complemented by its global presence, and ultimately result in Nippon Express being one of the largest transportation providers in the world. Solutions, not numbers, are responsible for our success. Our commitment to develop successful solutions, which put information technologies and our vast network of resources to work for you, is what has enabled Nippon Express to lead the world in innovative logistics design.

Job Summary
The Administrative Assistant is responsible for a wide variety of tasks in support of the Administration department. These tasks may include general secretarial duties including supply ordering, daily mail and monthly reporting. Additional responsibilities include communicating and coordinating with the various branches regarding corporate initiatives and policies.

Responsibilities

Provide administrative and office management support to all members of the Administration team, as directed by verbal or written instruction

Assist with the review and update of company policies, and compliance of policies with ESA and other legal requirements

Prepare and distribute company communications (memos, announcements)

Coordinate with branches in regards to national vendors and services

Receive and screen incoming calls and emails directed to the administration department and provide courteous customer service and response.

Prepare purchase orders and monitor and track all administration related expenses and costs





Updating and preparing vendors and subcontractors for qualification approval

Prepare and distribute all incoming and outgoing mail

Review and prepare documents, reports, and other correspondence materials (incl. monthly insurance reports, journal entries, etc.) as may be required.

Assist with our insurance policies and claims processes in the event of workplace incidents

Fleet maintenance and administrative oversight of fleet activities (i.e. Dashcams, driving habits, ELD logs, etc.)

Maintain and monitor office supply inventory levels and place orders as required.

Monitor and arrange for recurrent or initial training requirements for national administrative programs (i.e. PIP security, Dangerous Goods, Security trade control, etc.)

Assist in general corporate governance and provincial/federal filings on an annual basis

Primary point of contact for various vendor services and third party communications

Various other tasks that may be required

Qualifications

1-2 years of experience in a similar role

General knowledge of provincial and federal health and safety regulations and legislation

Strong knowledge of MS Word, Excel, Power point

Knowledge of Smartsheet or similar software is an asset

Basic math and accounting skills

Knowledge of project management is an asset

Effective communication, organization and time management skills

Ability to manage and prioritize multiple tasks

Ability to remain objective in stressful situations

High level of sound and independent judgment, reasoning and discretion

Skilled, responsible, and positive work attitude.

Ability to maintain confidentiality

Education/Certifications

College diploma or university degree with a focus in office administration, or a combination of experience and education

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📌 HO Administration HR IT - Admin Assistant (Ontario)
🏢 Nippon Express Canada
📍 Ontario