The Opportunity
Reporting directly to management, the assistant ensures the link between customers, suppliers, and company members, in addition to providing office and communication support for the office and workshop team.
The Role
- Verify and adjust the entry of working hours for production employees for payroll (daily Altas report);
- Validate and adjust the working hours reported in projects (Optimum/Atlas report);
- Validate training hours and time recording for preventive maintenance;
- Offer office support to engineering and sales teams (correction, update, and layout of documents on different software);
- Produce and send invoices to customers;
- Ensure administrative support related to project follow-up and billing;
- Monitor certain statuses in Optimum (missing receipts and packaging, received invoices, complete reception, and others as needed)
- Scan and classify various documents;
- Welcome visitors and inform them of the factory's traffic and SST rules;
- Receive and redirect calls, messages, and mail to organization members;
- Reimburse workshop expenses and manage the petty cash;
- Book meeting rooms and check their compliance (supplies, equipment);
- Monitor various production indices and data as well as their communication: budget report, number of accident-free days, etc.;
- Update the display on bulletin boards (wall-mounted and electronic);
- Perform administrative integration of new production and office employees;
- Assign chips, magnetic cards, and lockers to new employees;
- Purchase and manage stationery;
- Have a "facilitator" role in supporting administrative tasks for production. Propose alternatives for production needs (methods or forms);
- Prepare quarterly management meetings;
- Ensure the proper functioning of external services, make necessary corrections, and report recurring problems to the coordinator (housekeeping, uniforms, photocopiers, cafeteria service);
- Participate in and organize social activities, brunches, or others with the coordinator;
- Plan and book registrations for congresses, training sessions, seminars (registrations, plane tickets, hotel)
- Prepare and organize various events (retirement dinner, SSE day, health clinic, etc.) for all employees;
- Manage and balance the petty cash;
- Accomplish all other related tasks related to the job
The Candidate
- Hold a DEC in administrative or office techniques,
- College diploma or post-secondary education and relevant experience an asset
- Work experience: Minimum 3 years of experience in a similar position
- Functional bilingualism in French and English
- Mastery of the MS Office suite with knowledge of PowerPoint
- Sense of organization, initiative, efficiency, and autonomy
- Rigor, meticulousness, and confidentiality
- Ability to manage multiple files simultaneously
The Company
Since 1858, Wajax has continued to innovate to serve Canada's largest industries as one of the leading suppliers of industrial solutions and products in the country, from coast to coast. Wajax operates in a wide range of industries and essential sectors of the Canadian economy, including energy and renewables, food and beverage, construction, manufacturing, commerce, transportation, forestry, mining, metal processing, and oil sands, to name a few.
Our team members are passionate and work together to make a difference and promote the advancement of Canadian industry. With the experience and expertise of its employees, Wajax is positioned to support the industries that build our cities, fuel our businesses, and house and feed our communities.
At Wajax, we offer a comprehensive compensation package that includes a competitive salary, complete benefits, training, development opportunities, and a unique additional benefits program.
Here are some of the benefits:
- Competitive health and dental benefits, with no eligibility waiting period (100% employer-paid premiums).
- Product training from leading industry manufacturers and online learning sessions offered by Wajax.
- Exclusive discounts from a wide range of manufacturers and service providers such as Ford, GM, Chrysler, Dell, and TELUS, as well as a group mortgage, home and auto insurance program, and more.
- Competitive health and dental benefits, with no eligibility waiting period (100% employer-paid premiums), plus a health spending account.
- Wajax-led online learning and product training through top industry manufacturers like Hitachi, 3M, and Detroit Diesel.
- Exclusive discounts from various manufacturers and service providers such as Ford, GM, Chrysler, Dell, TELUS, a group mortgage, home and auto insurance program, pet insurance, work shoes and clothing, a fitness center membership, Perkopolis, etc.
- Recognition program where points are accumulated to redeem merchandise or gift cards, as well as cash rewards.
- Retirement program where the company will match contributions
- Prime health and wellness program
By working at Wajax, you will be part of a diverse, inclusive, and innovative team that is collaborative in nature. We are committed to promoting the hiring of a team that is representative of the diverse communities in which we operate, across Canada.
Wajax is an equal opportunities employer, and when we contact you for an interview, we invite you to inform us of any accommodation needs in the workplace.
Conditionally upon their hiring, selected candidates will be subject to a pre-selection process.
Together, we achieve more.
The masculine form is used to simplify the text, and this, without prejudice to the feminine form.