Administrative Assistant

Job summary

Provide reception and administrative support, including responding to client inquiries, managing assignments and files, preparing and formatting reports, and maintaining office supplies and equipment. Assist with accounting tasks such as invoices, accounts receivable and payable, time and expense entries, billing reviews, and opening files.

Job details

Full-Time Burlington Apply Now Overview Providing administrative support to ensure the efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time-sensitive material. Ability to effectively communicate (in French and English) via phone and email, ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Is this describing you and your attributes? If so, we’d love to hear from you! Email your cover letter and resume to calbornoz@ocig.com with the subject line “RE: Bilingual Administrative Assistant”. We appreciate your interest and efforts in submitting your application; we will be reviewing all submitted applications and contacting all qualified candidates to schedule an interview. Why Work at OCI Group Because you’ll be working with the best of the best. Our company’s size and solid reputation attract industry leaders, creating a charged atmosphere where no matter how much you already know, you’ll learn something new every day. Ours is a problem-solving culture that encourages innovation. We pride ourselves on our friendly, people-first atmosphere, and encourage our employees to think independently, be hands-on, and do their work with skill, compassion and complete integrity. Key Responsibilities Reception Reception duties including answering telephones, greeting clients, etc. Respond to customer requests & queries via phone and email in a professional and timely manner Administrative duties Taking/updating assignments, contacting the client for new/updated assignment information, performing conflict check, obtaining file number, entering new assignment, preparing file folders, filing, and distributing them Typing: Preliminary reports, reports, memos, etc. (checking for proper grammar, language, and punctuation), formatting reports, downloading photographs Filing in a timely manner Assisting with File Management and WIP Other administrative duties assigned by the Administrative Supervisor Maintenance Office maintenance, receiving and distributing mail and courier Dealing with contractors and office suppliers Order supplies Equipment maintenance Receiving Exhibits if the exhibit coordinator is unavailable Accounting Assist accounting with invoices, accounts receivable and accounts payable Time & Expense entries Billing review reports Opening files Experience And Qualifications Minimum completion of Grade 12 with post-secondary, administrative assistant/business post-secondary Diploma 5+ years administrative experience or equivalent Advanced Microsoft Office, including Word, Excel, PowerPoint Keyboarding speed of 80-90 wpm. Accuracy required Demonstrated ability to work independently Tech savvy Must be able to exercise good judgment and maintain strict confidentiality Excellent organizational, oral, and written communication skills Fluency in both English and French (required) Strong ability to multi-task and deal effectively with all levels of staff and the public Ability to prioritize and meet deadlines in a fast-paced environment A Criminal Record Search will be required upon hire Benefits Dental care Paid time off Vision care We implement a generous bonus program to reward hard work.

What you’ll do

Provide reception and administrative support, including responding to client inquiries, managing assignments and files, preparing and formatting reports, and maintaining office supplies and equipment. Assist with accounting tasks such as invoices, accounts receivable and payable, time and expense entries, billing reviews, and opening files.

Requirements

Requires Grade 12 completion and post-secondary administrative assistant or business education, along with at least five years of administrative experience or equivalent. Candidates must be fluent in English and French, proficient in Microsoft Office, able to type 80–90 words per minute accurately, and demonstrate strong organization, communication, confidentiality, multitasking, and deadline-management skills.

Benefits

• Dental Care
• Paid Time Off
• Vision Care
• Bonus Program

Listed skills

• Time management · Preferred
• Customer service · Preferred
• written communication · Preferred
• Organization · Preferred
• Microsoft Excel · Preferred
• Multitasking · Preferred
• Prioritization · Preferred
• Microsoft Word · Preferred
• Bilingual communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Bilingual Communication
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Typing
• Written Communication
• Oral Communication
• Organization
• Time Management
• Multitasking
• Prioritization
• Confidentiality
• Independent Work
• File Management
• Customer Service

Job areas

• Administrative
• Customer Service & Support
• Finance & Accounting