Pewter Graphics Ltd ( pewtergraphicscom) Hiring for Administrative Assistant Job at Victoria Full Time

Our company was established in Victoria 25 years ago. We specialize in manufacturing promotional products for accounts mainly in the automotive business in Canada and the USA. We are looking for an “Administrative Assistant” reporting to the Financial Controller and the Operations Manager. The position is full time 35 hours a week, Monday to Friday inclusively. We offer free parking on the premises as well as a complete group plan with health benefits. We are looking for an energetic person with a team spirit administrative mind and multi tasking capabilities.
The position description and required knowledge of the applicant are :

• Open the office in the morning at 8AM
• Manage the reception area and answer calls in a courteous manner
• Maintain internal communication and messages between staff
• Manage all accounts receivable: call clients with past due invoices, prepare invoices and key sales orders/returns.
• Management of account database in HubSpot, SAGE, Contacts: correcting and adding important information, problems solution related with system and computers.
• Manage account database
• General office admin: ordering office supplies, arranging staff meeting and events, circulation of staff birthday cards, etc.
• Coordinate inbound inventory deliveries from courier companies with the Operations department
• General office administration: ordering office supplies, arranging staff meeting and events, answering and directing incoming calls on a multi-line phone; supporting clients and maintaining the call inquiry log. Maintaining internal communication, messages between staff and also policies, procedures and up to date forms and files; keeping files adequately stocked.
• Create invoices going to clients with the proper amounts and applicable charges
• Email clients and manage collection of the invoices including follow ups on overdue receivables
• Maintain policies, procedures and up to date forms files; keeping files adequately stocked
• Prepare and do bank deposits on a daily basis for received cheques as well as credit card payments
• Prepare daily sales report from the sales team and email the administration and sales departments
• Issue a weekly sales report along with collected payments and orders in progress not invoice
• Supervise the office cleaning team and assure the working areas are properly cleaned

Job Types: Full-time, Permanent

Salary: $15.65-$19.00 per hour

Benefits:

• Dental care
• Extended health care
• On-site parking
• Work from home

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Victoria, BC: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Front desk: 2 years (preferred)
• Administrative experience: 2 years (preferred)

Expected start date: 2022-10-12