Office Administrator

Job Summary
Visual-Eyes is the premium practice management software of the eye care industry in Canada. Founded in 1996, we have grown to over 350 clinics and are looking for a skilled Office Administrator/Executive Assistant to join our team for a 14 month, full-time contract position to cover a maternity leave. Why apply for a maternity leave position? Because its a fantastic opportunity to build a diverse skill set in a unique entrepreneurial environment.
We operate in a very fast paced office with constant change. If you can shift priorities quickly, enjoy taking pride in your work, and want to learn every day, we want to talk to you!
Reporting to the Controller and President/Owner, the primary focus of this role is to provide administrative support to an office of 20 by: answering phones, following work processes, entry level accounting, assisting organization leaders, and coordinating projects. This role will also be involved in supporting other companies under common ownership and performing a variety of projects and assignments as required.
Primary Duties:
  • Answering multi business phone lines in a professional manner and directing calls as required
  • Manage a small inventory of labels, including maintaining, shipping and invoicing
  • Organizing credit card receipts from multiple business credit cards
  • Provides support to Controller and Owner in organizing / managing schedules and commitments
  • Research alternatives and details required to assist decision making
  • Project management
  • Internal document proofing / editing including managing monthly newsletter
  • Taking minutes at monthly staff meeting and distributing, along with organizing staff lunch and events
  • HR support including vetting applicants, arranging interviews and facilitating background checks
  • A/R management including collection calls
  • Overseeing rental properties which may include advertising and vetting prospective tenants
  • Arranging for any office maintenance and upkeep
  • Ordering office supplies
  • Organizing trade show participation, including booking travel and shipping booth
  • Booking all travel arrangements
  • General office filing
Education & Experience
  • Bachelor degree or diploma preferred
  • Experience in the following a great asset: voip phone system, corporate social media, Constant Contact, and CRM Sugar, Google (mail, calendar, docs etc)
  • Executive assistant / project management experience
  • Previous experience working in a small entrepreneurial company very helpful
Competencies (skills, abilities and knowledge):
  • Must have excellent oral and written English (business)
  • Exceptional organizational and time management skills
  • Attention to detail / accuracy
  • Project management
  • Research skills
  • Ability to problem solve and critical thinking
Visual-Eyes offers a relaxed corporate atmosphere and each member of our team is a highly driven and innovative person, looking to do what's best for our clients. We enjoy several staff and family events each year and encourage a good work life balance including Monday to Friday, 8-5pm work week. This is a 14 month contract position to fill a maternity leave. This position will start when the right candidate is found at which time we will delete this ad. We are a scent free office. Please reply with your cover letter, resume, and salary expectations.
We thank all candidates who apply, however, only those considered for an interview will be contacted.
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