Reception/Administrative Assistant

Weldtech Training
Mississauga, ON

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Job details

Full-time
7 hours ago

Qualifications

Microsoft Powerpoint
Microsoft Word
Microsoft Excel
Microsoft Outlook
Customer service
Post-secondary education
Filing
English
Microsoft Office
Administrative experience
High school diploma or GED
QuickBooks
Data entry
Organizational skills
Front desk
AI
Communication skills

Full job description

Weldtech Training is a leader in the field of welding training and education. Known for our comprehensive and high-quality training programs that produce skilled welders who are sought after by industries worldwide. Joining the team would offer the opportunity to be part of an organization with a strong reputation and expertise in the welding industry.

We are dedicated to the growth and development of our employees. As an employee, you can expect access to continuous learning opportunities, skill enhancement, and career advancement pathways. Whether you're an instructor, curriculum developer, or part of the administrative team, the company values your professional growth.

Position Summary

The Administrator Assistant is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency as well as maintaining all company records to Weldtech Training standards and assisting the Director of Operations and welding Instructors.

Duties and Responsibilities

Under the supervision of the Director of Operations, the duties and responsibilities of the Administrator Assistant include, but are not limited to, the following:

Administrator Assistant Duties:

· Oversee and coordinate office administrative procedures and review, evaluate, and implement new procedures;

· Establish work priorities and ensure deadlines are met as well as those procedures are followed;

· Maintain office equipment.

· Coordinate and plan for office services such as parking, maintenance, and security services.

· Ensure filing systems are maintained and up to date.

· Assist in the preparation and maintain inventory

· Plan and implement office systems, layout, and equipment procurement;

· Plan and organize office events.

· Monitor office supply levels and purchase supplies and equipment as authorized by management; and

· As required responsible for bringing and retrieving supplies and office archives to and from the storage area on the Mezzanine in the shop.

· Creating quotes/invoices for sales department.

· Taking payment from clients. Visa, Mastercard, Debit, Cheques, Cash, etc.

· Answering the phone and transferring inbound calls or taking messages as required

· Managing front lobby area - greeting, signing in and providing refreshments to clients and visitors.

· Preparing, scheduling, receiving, and distributing couriers.

· Mail Management - internal and external.

· Printing student diplomas and organizing/saving them in on the computer

· Prepare take away gifts for student completing the program.

· Responsible for student files. Start to Finish.

· KPI (Key Performance Indicators) Audits & Uploads

· Helping Students find employment

· Preparing Orientation Packages, Classroom material for new students arriving.

· Printing, scanning and filing for new business portfolios.

· Preparing student welder certificates, tax receipts, and transcripts

· Documenting, scanning and circulating faxes and mail correspondence received

· Managing inventory and supplies.

· Locating, packaging and scanning client contracts/terms and conditions.

· Assisting all sales team

· Generating and updating estimates and invoices in Quickbooks program for off-site sales team

· Assisting accounting with various tasks

· Working with instructors with various administrative duties

· Updating relevant information in CRM on a continuous basis

· Tracking all referrals and following up with thank you notes

· Tracking of our repeat events and maintain filing system

· Assisting with Social Media Marketing

· Quickly responding to all emails in a professional & courteous manner

· Tracking supplies and purchasing

· Support and assist all management team with various duties as required

· Making sure books and other materials are ready for classes

Other

· Other duties as assigned.

Minimum Requirements

· Completion of a post-secondary diploma or degree;

· Minimum 3 years of experience in a similar role;

· Strong communication skills (both written and verbal);

· Proficient in using MS Office (Microsoft Excel, Word, PowerPoint and Outlook);

Google Drive and Doc’s

· Strong problem-solving and organizational skills;

· Excellent attention to detail;

· Ability to work independently and under minimal supervision;

· Self-directed and self-motivated; and

· Ability to manage multiple projects and priorities.

Job Type: Full-time

Benefits:

Dental care
Extended health care
Life insurance

Flexible language requirement:

French not required

Ability to commute/relocate:

Mississauga, ON L5N 3A9: reliably commute or plan to relocate before starting work (required)

Application question(s):

Do you have experience with creating SOP's
Do you have experience with Excel?
Do you have experience with creating AI bots?
Do you have experience with Social Media?

Education:

Secondary School (preferred)

Experience:

Front desk: 3 years (preferred)
Administrative: 3 years (preferred)

Language:

English (required)

Work Location: In person

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