As a member of the DP World Saint John team, the Office Administrator provides administrative support to the various departments and is the first point of contact for many key stakeholders and oversees the functional administration of the Terminal.
In this role you will:
`Provide administrative support in the form of data entry, quotations, correspondence, copying, filing, archiving, tariff updates, coffee orders and other duties as required.
Welcome staff, guests, and other visitors at the front reception area, signing visitors in, and directing and/or escorting contractors, couriers, and other site visitors to the correct locations.
Manage incoming calls, mail, and couriers.
Overseeing the office management of desk allocation and setup for new hires, maintaining sufficient office supplies, etc.
Liaise with other BU’s as required to ensure the smooth running of the office (e.g. IT, Finance, HR).
Purchase Order processing and support PO function by receiving, opening and verifying invoices, matching invoices to approved PO’s and submitting invoices for payment.
Placing stationery orders and maintaining office equipment.
Billing duties as required.
Assists in managing and organizing contractors to keep the building running and any adhoc repairs which are required
Assist in coordinating activities held at the COF and ensure the integrity of the event and building are upheld to the standard of DP World.
Complete periodic building walk arounds and raise any issues with the building on all floors and action items which are required.
Assist with review and reconciliation of ILA payroll if required (i.e. vacation relief).
Act as the Social and Wellness representative for Saint John, leading the social committee and organizing events to encourage positive well-being in the workplace.
You will bring:
Minimum 3 years’ experience working in an office environment, preferably in a similar role.
MS Office experience required.
Previous experience with AP/ AR and/or in an industrial environment will be considered assets.
Post-secondary education will be considered an asset.
Ability to work proactively to complete tasks and responsibilities independently.
Exercise discretion, tact and judgement when handling confidential and sensitive information.
Exceptional communication and interpersonal skills, including the ability to build and maintain positive working relationships with all departments and levels.
Extremely detailed and quality oriented.
Exceptional computer skills and ability to quickly learn new software.
Excellent organizational and planning skills, so that workflow is managed efficiently and accurately.
Deadline to apply is November 14th by 3:00 pm.
