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Administrative Support:
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Manage mail and cheques for accounting purposes.
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Accurately scan and file project documents.
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Update vacation and sick days to keep the team on schedule.
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Maintain and update Supplier Price Offers for current pricing.
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Open new projects including updating folders, databases and system files.
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Complete monthly billing efficiently and on time.
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Operations Support
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Assist in managing timesheets, including communicating and following up with staff to clear overhead suspense hours for timely invoicing.
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Coordinate job fairs, including attendee management and company branding.
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Manage and complete expenses on behalf of project staff
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Inventory and Supplies Management:
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Oversee warehouse inventory and manage rental equipment deliveries and billing.
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Order field consumables, personal protective equipment, and first aid kits for field teams.
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Track asset inventory, including tablets, computers, and monitors.
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Manage deliveries of laboratory coolers and QAQC samples.
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Facilities and Office Management:
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Coordinate routine inspections and maintenance of office facilities with staff and external contractors.
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Order office supplies and maintain a well-organized office environment.
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Ensure common areas like lunch and meeting rooms are tidy.
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Receive and manage mailing and shipping of packages.
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Onboarding and Offboarding:
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Facilitate the onboarding process for new employees, ensuring all documentation and equipment are provided.
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Manage the offboarding, including the collection of company assets and deactivation of accounts.
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Meetings and Events Coordination:
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Schedule and coordinate internal and external meetings, webinars, and conferences.
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Organize company social events and team-building activities.
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Report and Template Management:
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Create and manage report templates to ensure consistency and accuracy in documentation.
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High School Diploma and 2+ years of relevant experience
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Strong organizational and multitasking skills.
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Excellent communication and interpersonal abilities.
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Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
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Ability to work independently and as part of a team.
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Attention to detail and problem-solving skills.
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Experience in office and/or warehouse work environment.
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Experience with inventory management and supplier coordination.
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Familiarity with onboarding and offboarding processes.
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Knowledge of facilities management and routine maintenance.
