Administrative Assistant II

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Where Is The Work On-Site (5 days) What’s In It For You The Administrative Assistant is responsible for supporting the day-to-day operations of the office and helping maintain a professional, organized, and efficient work environment.

This role provides local office support while also assisting other offices across Eastern Canada when office coordinator coverage is unavailable. Reporting to the Systems Sales Manager, this position also provides administrative support to the Systems Division and plays an important role in coordinating customer events held both in the office and at external locations. Event-related responsibilities are carried out under the supervision and direction of the Sales Manager.

The ideal candidate is organized, adaptable, proactive, and service-oriented, with the ability to manage multiple priorities in a dynamic environment. What You Will Do

• Office Administration and Coordination
• Support daily office operations to ensure an efficient, safe, and well-organized workplace.
• Coordinate general office needs, including office supplies, food and coffee service, mail and courier services, meeting room setup, and facility-related requests.
• Help maintain a professional, welcoming, and functional environment for employees, customers, and visitors.
• Present office improvement opportunities and provide updates to local office leadership.
• Provide office support to other Eastern Canada locations when office coordinator coverage is unavailable.
• Manage main office phone line coverage, including call routing, transferring calls, and ensuring phone coverage when the office is closed through systems such as i24 and Teams.
• Coordinate office maintenance activities and service providers, including landscaping, snow removal, alarm-related coordination, window cleaning, and carpet cleaning.
• Support office security and access administration, including access card activations and replacements.
• Coordinate office equipment and employee support needs such as cell phone upgrades and new activations.

Administrative Support

• Provide day-to-day administrative support to the Systems Division.
• Prepare, format, and organize correspondence, reports, presentations, and other business documents.
• Assist with meeting scheduling, calendar coordination, travel arrangements, onboarding schedules for new hires, and expense processing, as required.
• Maintain organized records and files while handling confidential information with discretion and professionalism.
• Process administrative and purchasing tasks, including cheque deposits, purchase orders, and support for procurement activities through Coupa and Oracle.
• Support vendor account administration, including account creation and modification in systems such as Windchill, mainly for Service and Contracting.

Customer Event Coordination

• Coordinate and support Systems Division customer events held in the office and at external venues under the supervision and direction of the Sales Manager.
• Assist with event planning and logistics, including scheduling, vendor coordination, payment processing,…