Office Assistant / Quote Administrator

Job Description

Job Description

Are you an experienced office assistant or office administrator looking for a new role where you can enjoy tons of variety? We’re RGB Audio Visuals, and we have what you’re looking for! We’re a small company, specializing in audio / visual solutions, with a tremendous industry reputation for high-quality work for a wide variety of high-profile clients.  We’re looking for a new Office Assistant / Quote Administrator – someone who is excited to take on an impactful, highly varied role. If you’re ready to join our tradition of excellence, then we can’t wait to hear from you! Office Assistant / Quote Administrator : As our new Office Assistant / Quote Administrator, you’ll be one of the pillars that supports our smooth operation. From reception to order management / quote creation to accounting, you’ll ensure that our office functions effectively day-to-day.  Practically speaking, here’s what we’ll be looking for :

• Excellent computer skills and knowledge. This is a computer heavy role, so you’ll need a strong background in Microsoft Excel and Outlook. You’ll also need to be generally tech and internet savvy, for example, able to search the web for pricing information to shop competitively for our inventory / products
• Experience doing a people-centric job like customer service. This role supports the whole business, so we want you to have a friendly, outgoing personality, and be excited about talking to and supporting a wide variety of people. Anyone from neophyte business owners to CEO’s of large organizations use our services, so you’ll have to be comfortable with this and maintain professionalism
• Experience in an office administrator, supply chain, shipping / receiving or eager to pursue a career in Sales or sales coordinator. This position is all about the details - you take great pride in your work, take initiative, and understand that even the smallest tasks contribute to the success of the entire company
• Experience creating and preparing quotes will be a strong asset. You’ll work with numbers, assist with quote preparation, create purchase orders and fulfill the orders by job scheduling or shipping. You’ll be heavily involved in the order management process and to track & monitor outstanding orders. Knowledge in AP / AR will be an asset as you will be creating & tracking invoices
• Experience with record keeping and documentation, as you maintain and update logs
• Verify accuracy (part numbers, pricing, discounts etc…) for all call-in, fax or email orders. Employee is expected to take ownership of issues and work with the department manager or other employees to resolve them in a timely manner.
• Assist Sales with discount orders, no-charge orders, change orders, inquiries and or follow-up with customer and suppliers as required
• Experience answering phones, with excellent telephone manner and the ability to screen and direct calls appropriately You’ll be a great fit for this role if you :
• Can take initiative – you’re always looking for the next task, and know when there’s something that needs doing. Whether it involves tying up loose ends on an account, or making sure that deliverables are communicated and reviewed with all involved, you’re always willing to step in.  Ability to make sound, independent decisions in a variety of different situations
• Are flexible – you don’t get bent out of shape easily, and you’re willing to adapt and learn new things. You love new challenges, wearing several hats, and you seek out new ways to solve problems.
• Have exceptional communication skills – you always get your message across clearly and effectively, whether over the phone or through a professionally written email, and you’re comfortable interacting with a wide variety of clients and coworkers alike. Working @ RGB Audio Visuals : This is a full-time position working out of our Scarborough office. You’ll work Monday to Friday, 8 : 30am to 5 : 00pm, with a competitive starting wage of $16 to $18 / hour, commensurate with experience.  This is a perfect opportunity for someone who is looking to build real career skills, with a strong, stable company. If you take pride in offering terrific customer service, in being a trusted member of the team, and in being a creative, independent problem-solver, this role may be for you.   Qualifications :
• Experience working as an office assistant, office administrator,  job scheduling, shipping & receiving, quoting, invoicing or similar position
• Experience in a customer service or client-facing role, where you communicated directly with customers over the phone and through email in a professional manner
• Experience with general bookkeeping / accounting, including AP and AR, etc.
• Strong computer skills, including expertise with Microsoft Excel (formulas, LOOKUPS, pivot tables)
• Experience generating and preparing order quotations, and handling other aspects of order management is an asset
• Experience using Sage accounting software or alternative accounting package is an asset
• Highly motivated self-starter with a ‘can do’ attitude, and the ability to take initiative, prioritize, and work productively without supervision under demanding timelines.
• Ability to handle sensitive and complex issues with discretion, confidentiality and good judgement
• Enthusiastic, energetic, self-motivated, professional personality
• Post-secondary education in any relevant field would be an asset but is not required We’re looking for someone who is highly organized, with strong attention to detail and high accuracy. If this sounds like you and you’re eager to take on a variety of tasks, we want to meet you! How to Apply : Our online application will give you the option to apply to this role as a complete person – not just a resume. The application will assess your qualifications, personality traits and workplace preferences, and should take 10 to 15 minutes to complete. After submitting, you'll receive an email inviting you to log in and view your assessment results. We value diversity and inclusion and encourage all qualified people to apply. If we can make this easier through accommodation in the recruitment process, please contact us with the “Help” button in the application. We will review applications as they are received and look forward to hearing from you.