Job Overview

This position involves providing administrative assistance to the operations team, managing schedules, coordinating communications, and handling documentation. The administrator is responsible for monitoring workflows, assisting in project management, and facilitating collaboration among departments to optimize productivity.

With a keen attention to detail and strong organizational skills, the Administrative Support role helps streamline operations, enabling the team to focus on strategic initiatives and achieve organizational goals. This role is pivotal in supporting the operational efficiency and effectiveness of the organization while directly assisting the leadership team.

You possess exemplary interpersonal skills, attention to detail, pride yourself on your ability to provide exceptional service and thrive in a fast-paced team environment while keeping a high degree of confidentiality with sensitivity of documents and information.

You are able to prioritize and multi-task and work under tight deadlines for deliverables and are an excellent communicator both verbally and written.

Duties and Requirements : As a key part of the sales process from start to finish, you would be responsible for day-to-day tasks such as:

Administrative Support : Provide comprehensive administrative support to the operations department, including preparing, editing, and revising operational documents and reports for clarity and accuracy, ensuring that all materials are up-to-date and reflect current practices.

Additionally, perform general office duties, which may include answering phones, scanning, printing, and managing correspondence to support the seamless functioning of the operations department.

File Management: Maintain an organized system for both digital and physical files for the operations team, ensuring easy access and retrieval of important documents.

Expense Management Support : Manage expense reports for compilation and submissions, assist with flights, hotel and travel arrangements for management and/or staff as required.

Data Compilation and Reporting : Collect and compile data on a daily, monthly, quarterly, and yearly basis, preparing reports for the leadership team to support decision-making and strategic planning.

Project Development, Implementati on, Support: Assist in the planning, development, and execution of various operational projects, including preparing status reports and updating project timelines, ensuring alignment with organizational goals.

Meeting Coordination : Plan and manage team meetings, including preparing agendas, taking minutes, and following up on action items to ensure accountability.

Data Management and System Updates : Regularly update and input data into the business system to ensure the accuracy and completeness of the information. This includes monitoring data integrity, conducting periodic reviews, and making necessary adjustments to keep the system current and reflective of operational activities.

Policy Implementation: Assist in assessing, implementing, and communicating company policies, ensuring compliance across the operations team. Regularly review and update operational policies and procedures to ensure they remain relevant and effective.

Day-to-Day Support: Provide support to the operations team with daily tasks, helping to streamline processes and improve efficiency in routine activities.

Cross-Departmental Collaboration : Work closely with the finance team, sales, service, and parts teams to ensure operational alignment with sales goals, service delivery standards, and inventory management. Quoting, order processing and invoicing.

Qualifications

• A bachelor’s degree or diploma in Business Administration or related field
• A minimum of 5 years of experience in a business administration role, demonstrating a solid understanding of operational processes
• Experience in similar role supporting several department heads’ needs and administrative tasks at the same time.
• Experience with running reports, spreadsheets, and presentations.
• Exceptional computer skills, with proficiency in software packages such as Microsoft Word, Excel, and PowerPoint. Candidates must be adept at utilizing Excel to create macros and pivot tables
• Demonstrated knowledge and experience in utilizing AI software and tools to enhance administrative processes, improve workflow efficiency, and support data management tasks. Familiarity with AI-driven applications for scheduling, communication, and data analysis is highly desirable
• Familiarity with Salesforce would be considered an asset
• Excellent organizational skills, with the ability to prioritize tasks and manage multiple projects simultaneously
• Strong verbal and written communication skills to interact effectively with team members and stakeholders
• Ability to thrive in a fast-paced environment, demonstrating resilience and flexibility in handling changing priorities
• Applicants must be available to work in office Monday through Friday (flexibility for overtime from time to time).