Contract Office Administrator - Smith Falls

Contract Office Administrator - Smith Falls

Kaycan has an exciting career opportunity for a Contract Office Administrator based in Smith Falls to join our team. This is a great chance to join a Top Employer and contribute to our growth and success.

Reporting to the Plant Manager, the Contract Office Administrator is the central point of contact for plant business. The incumbent is responsible for coordinating office and operations activities to ensure efficiency and compliance to company practices and policies.

RESPONSIBILITIES

• Create and distribute plant notices, through email and placement on various communication boards throughout the plant.
• Responsible for courier and mail services.
• Conduct receptionist functions including greeting visitors and maintaining reception area to high visual standards.
• Conduct clerical duties, including filing, answering phone calls, responding to emails, updating salaried vacation / training calendar, and providing administrative support for plant operations team.
• Manage inventory of office and plant safety supplies.
• Place orders and process any general site purchases (office supplies, kitchen supplies, generic consumables) and submit the associated expense reports.
• Plan and prepare for all plant visitors e.g. placement of safety PPE, reserve meeting rooms and have available all required supplies for the planned visit.
• Prepare travel and meeting arrangements when requested; for example, booking rooms, meeting room setup, organizing meals, arranging transportation, etc.
• Manage daily review of invoices in IOL System (Invoices-On-Line).
• Follow-up and expedite required resolution with vendors, plant personnel and Accounts Payable.
• Route invoices to other approvers as required.
• Invoice reconciliation and GL coding of non-PO invoices.
• Identify and systematically resolve root-causes of invoice inconsistencies.
• Plan and coordinate employee social events.
• Conduct Visitor Safety Orientation.

OTHER DUTIES AND RESPONSIBILITIES

Performs other related duties and responsibilities as needed and / or requested by management.

REQUIREMENTS :

• Post-secondary education in Business Administration or similar.
• Proven experience as an office administrator, office assistant or relevant role.
• Minimum 3 to 5 years of experience.
• Experience in a unionized manufacturing environment is an asset.
• Professional attitude with sincerity and enthusiasm reflecting our Vision, Mission, Values, Objectives and commitment to our customers.
• Strong organizational skills.
• Excellent written and oral communication.
• Proficiency in various software applications are a must, in particular, Microsoft Office Suite, SAP, Kronos and Peoplesoft.
• Attention to detail, strong analytical and problem-solving skills, flexible, dependable, and team player.
• Ability to work independently on assigned tasks.
• Ability to multi-task in a fast-paced environment.
• Confidentiality due to sensitive nature of business information.

WORKING CONDITIONS

Works in a manufacturing plant environment with limited HVAC, concrete floors, and exposure to industrial noise, dust, chemicals and temperature changes.

Normal plant operation is 24 hours, 7 days a week and work hours may vary depending on business needs. Typical work week would consist of Monday to Friday 7 : 30am 4 : 00pm.

Physical Demands

Job includes tasks that require long periods of sitting, walking, standing, working on a computer or engaging in telephone conversation.

Must be able to spend time on plant floor. Must be capable of wearing personal protective equipment necessary to comply with government and company safety standards whenever engineered methods of reducing hazards or physical requirements cannot be reasonably accommodated.

Saint-Gobain is an inclusive and equal opportunity employer committed to providing reasonable accommodations throughout the recruitment process to applicants upon their request.

This commitment is in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).

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