As an integral member of the team creating a cost effective, excellent customer experience, the Administrative Assistant is responsible for performing a wide variety of administrative duties in support of the company. Akhurst relies on the Administrative Assistant to make good business decisions that reflect an effective use of company resources. The successful incumbent will have experience with a current CRM and ERP system and be proficient in the Microsoft Office suite of applications. The incumbent must be hands-on, organized and motivated with a desire to learn and work in a challenging environment.
Duties and Responsibilities
Under the supervision of the Human Resources Manager, the duties and responsibilities of the Administrative Assistant include, but are not limited to, the following:
Greet customers and visitors in a friendly yet professional manner as soon as they arrive at the Akhurst office and immediately contact the correct employee to minimize waiting time.
Answer all incoming calls within three rings with the established standard Akhurst greeting, and connect to the correct employee.
Connect the customer or visitor to the right employee the first time 99% of the time.
Sales and Finance Administrative Support
Attach sales quotes to the correct customer account in the CRM. As required, create sales quotes for Account Representatives within one business day;
On behalf of the sales team, add new client contacts to the CRM database within one business day, ensuring there are no duplicate records; and
Support finance staff with day to day accounting activities including accurate and timely filing, maintenance of exchange rates on intranet, posting of customer deposits, entering shipping information for sales orders in Akhurst’s Navision ERP system.
General Administrative Support
Prepare and distribute inventory, opportunity and call reports on a weekly basis, meeting all established deadlines;
Direct incoming mail and email to the correct employee on the same day it is received. Deliver outgoing mail to post box on the same business day received. Direct incoming faxes to the correct employee within one hour of receipt.
Accept courier deliveries and direct to the correct employee within one hour. Process outgoing couriers within two hours of receiving, using the most cost effective method.
Maintain accurate SharePoint vacation calendar and staff attendance records in dayforce;
Handling assigned short-term projects/tasks, effectively prioritizing completion with other assigned tasks.
At least two (2) years of administrative and accounting experience;
Experience working in a current CRM and ERP system;
Excellent computer skills, including Microsoft Office;
Extremely organized, with a level of accuracy, thoroughness and attention to detail;
Ability to take the initiative and be proactive, with exceptional follow-up skills;
Excellent verbal and written communication skills;
Motivated and energetic, with a positive attitude and a pleasant and calm demeanor;
Proven ability to prioritize, multi-task, and think ahead; and
Ability to work well under pressure and to meet deadlines for critical tasks.
Work normal business hours and may, from time to time, be required to do some work in the evenings or outside normal working hours;
Able to work on a computer for long periods of time;
Able to concentrate for extended periods and maintain attention to detail and accuracy;
Able to stay focused and productive in a busy, open area office; and
Able to manage multiple work orders and deadlines.
Why you should work for Akhurst:
Our core values are family, integrity and teamwork: FIT. We reflect our values through our daily behaviours. Our actions build trust, creating a safe environment for people to show initiative, encouraging communication that is direct, open and respectful. We invite diverse thinking and work collaboratively, recognizing that once decisions are made, they are respected and acted upon;
We offer a pleasant work environment and our employees are highly engaged;
We invest in our people by providing the training necessary for employees to successfully perform their responsibilities and develop to meet their career goals; and
We offer a competitive salary and a comprehensive benefits plan, including RRSP and profit sharing.
If you match the ideal candidate description and are interested in this position, please apply. We sincerely thank all applicants for their interest in working with Akhurst Machinery. We will contact only those being considered for the position