Office Manager / Executive Assistant

Job Description

Please note : this position is open ONLY to candidates with Canadian citizenship or who have the legal right to work in Canada.

Do you want to help shape the future of mobility? At DILAX , we work together with our customers to ensure that our cities are fit for the future in all areas.

We measure and analyze all the ways in which people move in urban spaces. On the subway and in the bus, from the office to the shopping centre and on towards home.

The captured local data provides important insights for making cities livable.

We are headquartered in Berlin and represented with six further international branch offices in Switzerland, Great Britain, Spain, France, Canada and the United States.

With approx. employees, we serve our customers in around 1, cities worldwide. Over million people benefit from our innovative technologies and services every day.

Our customers include all major rail vehicle and bus manufacturers, large and small public transport operators and public transport authorities as well as leading shopping malls and retail chains.

We are looking for a dynamic and enthusiastic colleague for a full-time position to support our team near Montreal as soon as possible as a :

Office Manager / Executive Assistant

DILAX is looking to hire an Office Manager / Executive Assistant to strengthen our team. Do you have a work experience in a small technology company?

Are you a Microsoft Excel wizard and do you have a strong knowledge of Microsoft Dynamics NAV (or another ERP system)? Are you meticulous in your written and spoken English and fluent in French? Then read on!

What are your responsibilities?

The Office Manager / Executive Assistant plays a key role in handling many tasks on a regular basis, as needed to keep various business processes running smoothly.

These tasks are done independently or together with the President, and include :

• Calculate and enter bi-weekly payroll
• Calculate and remit monthly source deductions
• Calculate and manage vacations, overtime, group insurance benefits
• Verify and enter expense accounts for 3-4 employees each month

Accounting

• Monthly calculation of sales taxes payable / receivable and related reporting
• Monthly verification of GL balancing
• Cheque deposits

AP / AR

• Ongoing management of Accounts Receivable and Accounts Payable
• Serve as primary contact for suppliers and vendors
• Sending out and following up on invoices
• Entering approved invoices and paying vendors at agreed deadlines
• Quarterly inventory
• Quarterly calculation of warranty obligations

Other tasks that are done in conjunction with our Project Managers and our Sales team include :

As needed

• Order and receive parts
• Manage parts inventory
• Packing and shipping (a few times per week)
• Order and organize office supplies
• Maintain and organize document storage
• Maintain Microsoft Dynamics Nav data for customers, vendors, items, etc.

Sales Team Assistance

• Collaborate on preparation of documentation for bids, projects, etc.
• Handle inbound / outbound customer calls and set up meetings
• Assist with trade show organization (2-3 times per year)

What is your profile?

• Bachelor's Degree in Office Administration, similar field, or equivalent experience is preferred
• 3+ years of experience in an administrative, organizational, or other detail-oriented function, as an Office Manager or Executive Assistant
• Current working experience handling accounting tasks in a Quebec-based business
• 1-2 years Logistics experience considered an asset
• Highly organized, energetic and a fast learner
• Experience maintaining confidential information
• Excellent communication skills in English and French : written / grammar / spelling, verbal (formal and informal), listening and talking
• Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook (including calendar), and PowerPoint
• Familiar with a CRM software
• The necessary people skills and personal credibility to interact smoothly with customer contacts at all management levels in small, medium and large organizations
• Self-starter and overachiever, able to work in a small team or independently as needed

You must be familiar and comfortable with Microsoft Dynamics Nav, which we use as an ERP system for sales, purchasing, inventory management, as well as accounting.

We work closely with an external accounting firm for regular follow-ups and year-end reporting, corporate income tax, T4 / RL1, etc.

What are the working conditions?

• While we currently have a hybrid work environment, given the nature of this position, regular presence at the office at least three days per week is required.
• Depending on your skill set and our requirements, this could possibly be a part-time position of no less than three days per week.

What do we offer?

• Exciting, challenging tasks and interesting perspectives
• Room for implementing your own ideas
• Cooperation in a spirit of trust and a dynamic, appreciative atmosphere
• Comprehensive onboard training and individual initial training
• Attractive competitive compensation
• Health insurance, paid vacation and holidays
• Large and bright open-space office in a convenient location with plenty of options for commuting, parking, shops, restaurants, etc.
• Ability to work from home and flexible schedule
• International cooperation in a continuously growing company

What is the next step?

In order for us to filter drive-by applicants, please follow these simple instructions. If you have read through this description, can identify with what we're saying, and think you'd be a good fit, please send an email to the company president, Alexander Okapuu, with "Office Manager" in the subject line.

The correct email address is the first name, AT sign, company name (five letters), dot, country code for Canada. The email address should be 18 characters long including everything.

Please send your CV as well as a -word description of what you've done that you consider relevant, and why you would like to work in our small team.

Please don't call us. We will be in touch with those candidates we think would be suitable, and will arrange interviews accordingly.