HO Administration HR IT - Admin Assistant

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 Professional, 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 **What We Offer! ** Health benefits (Medical, Dental & Vision Coverage) RRSP/DPSP plan with company matching Paid time off (vacation & sick time) Opportunities for career growth and skill enhancement Hybrid work model (4 days at the office, 1 day WFM) We thank all applicants for their interest in a career with Nippon Express. Please note only those who are selected for further consideration will be contacted for an interview. Nippon Express is an equal opportunity employer committed to an inclusive and barrier-free recruitment and selection process. If contacted for an employment opportunity, please advise us if you require accommodation. Please note that we use AI tools as part of our recruitment process to enhance efficiency. Posting is for an existing vacancy

Provide comprehensive administrative and office management support to the Administration team, including handling communications, expenses, and vendor relations. Oversee fleet activities, insurance claims, and ensure compliance with company policies and legal requirements.

Requires 1-2 years of experience in a similar role and a college diploma or university degree in office administration. Candidates must be proficient in MS Office and possess strong organizational, communication, and discretion skills.

• Health Benefits • Medical Coverage • Dental Coverage • Vision Coverage • RRSP/DPSP Plan With Company Matching • Paid Time Off • Vacation Time • Sick Time • Career Growth Opportunities • Skill Enhancement

• Project managementPreferred

Identified from the job description. Confirm important requirements above.

• Office Management
• Policy Review
• Corporate Communication
• Expense Tracking
• Vendor Management
• Fleet Maintenance
• Inventory Management
• MS Word
• MS Excel
• MS PowerPoint
• Smartsheet
• Basic Accounting
• Project Management
• Time Management
• Confidentiality
• Independent Judgment
• Office Supply Management
• Ingenuity
• Office Administration
• Time Off Management
• Effective Communication
• Health and Safety Regulatory Compliance
• Microsoft Word
• Microsoft Excel
• Accounting
• Customer Service
• Communication
• Information Technology
• Corporate Governance
• Freight Forwarding
• General Mathematics
• Innovation
• Insurance Policies
• Memos
• Microsoft PowerPoint
• Subcontracting
• Coordinating
• Prioritization

• Administrative
• Logistics
• Transportation
• Human Resources
• Customer Service & Support
• Human Resources Administrative Assistant
• Personnel Clerks
• Human Resources Assistants, Except Payroll and Timekeeping

Minimum education

College diploma

Minimum experience

0+ years

Posting language

English

Working hours

40 hours per week

Office presence

4 days per week