Permanent residents and Canadians will be prioritized.

Qualifications:

Secondary school graduation certificate or equivalent experience.

Experience:

2 to less than 3 years required.

Computer and technology knowledge:

MS Excel

MS Outlook

MS PowerPoint

MS Windows

MS Word

Accounting software

MS Office

Simply Accounting

Adobe Acrobat Reader

Google Drive

Technical terminology:

Business

Area of specialization:

Reports and records

Invoices

Job duties:

The administrative assistant will provide administrative and organizational support to management and staff and will be responsible for the following duties:

- Prepare, format, edit, and proofread correspondence, quotations, invoices, purchase documents, work orders, reports, forms, and other business documents using computerized office software.
- Receive, review, organize, and distribute incoming mail, electronic correspondence, and other documents, and coordinate the flow of information between management, employees, clients, suppliers, and other departments.
- Schedule, coordinate, and confirm appointments, meetings, conference calls, and other business commitments for management and staff.
- Maintain and update electronic and physical filing systems, records, databases, and other information-management systems in accordance with established office procedures.
- Establish, maintain, and follow administrative procedures for document handling, correspondence, filing, scheduling, record keeping, and the day-to-day operation of the office.
- Prepare meeting agendas, supporting materials, and documentation; attend meetings as required; record, prepare, and distribute meeting minutes and action items.
- Monitor office supplies and equipment, maintain inventory records, prepare purchase requests,



and coordinate the ordering of office supplies and routine office services.
- Coordinate business travel arrangements, including transportation, accommodation, itineraries, and reservations, as required by management and staff.
- Compile information from quotations, invoices, payroll-related records, purchase records, and other business documents and assist management with cost analysis, cost comparisons, and variance tracking for administrative and operational purposes.
- Assist management in preparing estimates, cost summaries, and supporting calculations for projects, services, purchases, and operational activities by gathering and organizing information from suppliers, subcontractors, and internal records.
- Prepare and maintain documentation relating to employee benefits, payroll-related matters, and union remittances, including compiling required information, verifying supporting records, and preparing administrative filing or remittance documentation for management review and submission.

Maintain records of union-related correspondence, remittance documentation, deadlines, and confirmations, where applicable, and communicate with union representatives or relevant organizations regarding routine administrative matters.

- Assist management with the administrative preparation of contracts, agreements, purchase documents, and related correspondence, including gathering information, preparing drafts from approved templates, tracking revisions, and maintaining execution records; and coordinate communications with clients, suppliers, subcontractors, unions, and other business contacts regarding administrative, documentation, scheduling, invoicing, and contractual matters.

Pay: $38.50 per hour

Expected hours: 31.0 – 40.0 per week

Advantages:

- Extended health care
- Life insurance
- On-site parking

Work Location: In person

📌 Administrative Assistant (Markham)
🏢 Markham Flooring
📍 Markham