All jobs within 50 km around Etobicoke West Mall in Administrative Jobs

CLOSING DATE:  July 5, 2024

STARTING SALARY:  $961.80 per week

JOB STATUS & DURATION:  Temporary 18-months

AREA OF RESPONSIBILITY:

Reporting to the Coordinator, Contracts, responsible for providing contract administrative support to the Parks Maintenance & Forestry Division by supporting contract administration needs.

• Provide Contract Administrative Support to the Parks Maintenance & Forestry Division
• Liaise with Parks Maintenance & Forestry staff and vendors on a variety of contract administration matters as required.
• Monitor the PContracts email inbox on a variety of administrative matters.
• Attend and support meetings with Vendors as required.
• Enter purchase requisitions into the Corporate System as required.
• Provide records management support, including file creation, maintenance, and retrieval, according to corporate record standards and legislative regulations.
• Update City Works with vendor’s completed work.
• Verify all Vendor Inspection date and initials on collaboration site.
• Assist with organizing seasonal meetings with Vendors.
• Upload and monitor Vendor Collaboration Site
• Maintain the seasonal portable toilet distribution list and locations.
• Assist Supervisors, Forepersons, and the Contract Coordinator with vendor performance evaluations Support and assist with contacting various utility companies, including Hydro One,Rogers Cable, Region of Peel to schedule stake outs, to confirm locations of cable wires, pipes etc.

• Coordinate with all Parks Maintenance & Forestry vendors to ensure valid WSIB are filed in the Bids and Tenders System.
• Retrieve logs for litigation.
• Maintain pricing spreadsheet for all Parks Vendors

SELECTION CRITERIA:

• High school (Grade 12) graduation plus an additional program of over one year and up to

two years or equivalent in Business Studies.

• Over one (1) year, up to and including two (2) years
• Intermediate Excel Skills

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.

Requirements:

Languages: Candidates must have knowledge of the English Language

Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate or equivalent experience
Experience: Candidates should have experience of 1 to less than 2 years’

Candidate Status:

• Canadian citizen and permanent or temporary foreign workers of Canada are eligible for this position.
• International Candidates who don’t have a valid Canadian work permit also can apply

Responsibilities:

• The candidates should be able to review, evaluate and implement new administrative procedures
• The candidates should be able to carry out administrative activities of establishment
• The candidates should be able to establish work priorities and ensure procedures are followed and deadlines are met
• The candidates should be able to administer policies and procedures related to the release of records in processing requests under government access to information and privacy legislation
• The candidates should be able to co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
• The candidates should be able to assemble data and prepare periodic and special reports, manuals and correspondence

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your resume) through below mentioned details.

By email
[email protected]

CLOSING DATE:  June 26, 2024

AREA OF RESPONSIBILITY:

This job is responsible to coordinate and organize the digitization of records as part of Divisional projects to scan all hard copy documentation to PDF.

• Coordinate and organize the transferring of hard copy documentation, microfilm drawings and property records to the vendor for scanning.
• Create and update tracking sheets to monitor scanned files and drawings.
• Analyse the microfilm and identify the scope of work shown.
• Purge, cull, reconcile and pack existing property files and microfilm; Review existing property files, document types of records, and back-up copies.
• Attach digital property files and drawings returned from the vendor to the tracking system, and make corrections as appropriate.
• Perform quality assurance checks and conduct follow up on the digital documentation returned from the vendor.
• Act as the primary contact to internal and external customers regarding documentation that may be out for scanning and in searching for records.
• Troubleshoot issues, verify scanned copies and shred hard copy documentation that is no longer required.
• Participate as a team member and subject matter expert on the Divisional Scan Project; Provide regular updates and circulate agendas and meeting minutes.
• Train other contract staff on the project as required.
• Perform other similar or related duties as assigned.

SELECTION CRITERIA:

• Completion of Grade 12 or equivalent.
• Over one year, up to and including two years of related experience.
• Solid working knowledge of Tracking Systems, such as AMANDA & ACCELA an asset.
• Accuracy and attention to detail for data entry.
• Sound judgment; good decision making and analytical skills.
• Ability to work independently and as part of a team.
• Exceptional written and verbal communication and interpersonal skills with an emphasis on customer service.
• Working knowledge of Microsoft Office Suite.

STARTING SALARY:  $989.10 per Week

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.

Applicants who do not meet the educational requirements but have direct related experience may be considered.

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as college, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years or equivalent experience
Experience: Candidates should have experience of 1 to less than 2 years’
Area of specialization: Correspondence, Reports, Records
Computer and technology knowledge: Google Docs, MS Excel, MS Office, MS PowerPoint, MS Word, MS Windows, MS Outlook

Other Requirements:

• • The candidate should be organized, quick learner, and flexible

• The candidates should have ability to multitask, time management, excellent oral communication, and excellent written communication

Candidate Status:

• Candidate must be a Canadian Citizen or temporary or permanent resident of Canada
• Candidate must have legal authorized (Work Permit) to work in Canada
• If Candidates are unable to fulfill above mentioned requirements, don’t apply for the position

Responsibilities:

• The candidates should be able to arrange and coordinate seminars, conferences, etc., and answer telephone calls, relay messages, and respond to electronic inquiries
• The candidates should be able to compile data, statistics, and other information, order office supplies, and maintain inventory
• The candidates should be able to plan and control the budget and expenditures, maintain and manage a digital database, and establish and implement policies and procedures
• The candidates should be able to perform data entry, oversee payroll administration, and provide customer service
• The candidates should be able to plan, organize, direct, control, and evaluate daily operations

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your resume) through below mentioned details.

By email
[email protected]

The Terminal Administrative Assistant provides support and performs a variety of administrative and operational analysis for the Terminal Manager, Director of Operations and Regional Admin. Mgr.  Also provides same for all other Managers as required.

How You’ll Help

• Prepares and submits expenses (utilizing Company Expense Policy) for Director of Operations, Regional Ops Mgr, Hub Manager, Regional Admin. Mgr.  This also includes manual expenses for “one time” users if required.
• Books travel for all above when required
• Gathering, maintaining and reporting all TPIP requirements i.e., tailgates, Step-BOS reports weekly for submission on Sharepoint site.
• All Business Card purchases for Day & Ross Operations cross-country
• Ordering supplies for and Monitoring of all terminal equipment i.e., photocopiers, printers, computers etc. 
• Ordering and maintaining office supplies.
• PO control for ordering  / receive office supplies and other orders as needed by Terminal (check & balance).
• Cheque scanning and reconciliation as well as possible bank visits to deposit cash and/or cheques when required.
• Set up of safety boot purchases and refunds if required.
• P-Card submissions for TOR terminal utilizing Company Policy. 
• Takes care of Amazon purchases for TOR, WSK, WIN, BLT, MTL when required.
• Prepare yearly license renewal for dispensing of propane
• Works with maintenance crews and monitoring company when maintenance is being completed for fire alarms, emergency lighting, sprinklers, hydrants and fire extinguishers 
• Works with Terminal’s Cleaning Company on any issues that arise in the buildings at TOR & BLT.
• Works with Vending Machine suppliers to maintain supplies.     
• Keeps a key log of all locks in the building / works with the locksmith on making sure necessary keys cut and broken locks repaired.
• Main contact for server issues from McCains IT group
• Maintaining and upkeep of the postage meter / replenishing when necessary
• Works with Loss/prevention team to have new employees activated or deactivated when necessary (card access).
• Update or request telephone extensions – work with IT to create
• IT ticket follow ups for the terminal when necessary.
• Book Board Room calendar when required.
• Backup to Hrly. & Agency Payroll with absences occur.
• File daily dock operations paperwork & security gate paperwork.
• May be involved with Health & Safety Team as Secretary, taking notes and updating files in the dock SDS folder
• Provides support to the Terminal for Managers & Supervisors when required.

Your Skills & Experience: 

• Minimum of secondary education, with preference of post-secondary education (general stream), or a combination of education and experience.
• Previous Transportation or operational experience is preferred, various roles within transportation would be beneficial 
• Communication skills - advanced
• Excellent Computer skills – accuracy, MS products, AS400, web based programs
• Demonstrated customer relationship skills
• Strong conflict resolution skills
• Able to work deadlines in high transactional environment
• Ability to champion business needs in a collaborative manner to colleagues
• Results focused
• English, other languages an asset

To apply, visit our Careers page at dayross.com.

If you’re chosen for the role, you’ll be asked to provide reference and criminal background checks before employment. You’ll only be contacted if you’re selected for an interview. 

#EmployeeReferralProgram

Adequate knowledge of French is required for positions in Quebec. 

Application Deadline: 06/18/2024 

POSTING DATE:  May 23, 2024

CLOSING DATE:  June 4, 2024

Our Planning, Building & Growth management team is currently looking for someone who is adaptable and thrives in a fast-paced environment to support the Downtown Revitalization team to achieve the division’s programming, planning and project delivery objectives.

AREA OF RESPONSIBILITY:

This position is responsible to provide administrative support and confidential services to the Director to maintain efficient operations of the section or division. Exercise judgement to resolve matters which may be political and sensitive in nature. Liaise with management to ensure compliance with corporate and operational service standards and policies. Typically works under general direction.

Key Duties and Responsibilities

Leadership and Staff Development

• Provides work direction/functional guidance to Full Time, Contract and Part-time

Customer Service

• Prioritize requests, direct calls and enquiries to the appropriate level for
• Coordinate objectives by building relationships with cross-functional departments, management and external stakeholders.
• Provide internal and external customer service by processing and responding to a variety of inquiries and service requests; while adhering to corporate practices and standards. 

Communication and Reporting

• Research and assist with the preparation of policies, procedures and
• Monitor and update data entry/database and web based records to support time sensitive
• Maintain confidentiality based on the requirement to access, review, maintain and distribute sensitive sectional or divisional and organizational communication, materials and
• Provide documentation support for disciplinary, grievance and performance

Administration

• Provide administrative support to a sectional or divisional team of professionals; including preparation, review, processing and distribution of correspondence, presentations and
• Provide administrative assistance in support of business initiatives, programs, processes and projects.
• Develop and implement new tools and methods for the continual improvement and efficiency of practices and processes.
• Maintain files and confidential records to ensure corporate
• Monitor, maintain and processes sectional or divisional financial, time-entry and budgetary records, reports and transactions.
• Book and arrange meetings, conferences, event attendance, resources, travel arrangements and amenities.
• Ensure all correspondence and scheduling requests are prioritized and urgent matters and conflicts are addressed.

SELECTION CRITERIA:

EDUCATION:

• Post-secondary Certificate in Office Administration or equivalent 

REQUIRED EXPERIENCE:

• One to two years experience providing administrative

OTHER SKILLS AND ASSETS:

• Able to resolve time sensitive and confidential issues utilizing strong time management skills and prioritizing.

**Various tests and/or exams may be administered as part of the selection criteria

Interview:  Our recruitment process may be completed with video conference technology.

POSTING DATE:  May 15, 2024

CLOSING DATE:  May 22, 2024

AREA OF RESPONSIBILITY:

Reports to Coordinator, Business & Projects, this role will act as a central support resource, assisting the management structure of the Recreation Division with day-to-day coordination and operational tasks to maintain efficient operations of the division. This position will provide an additional level of support, including research, analysis and communication on various special projects, as directed by the Recreation Leadership Team. This position requires independent decision-making, judgment and tact when handling sensitive information, as well as the ability to juggle competing priorities and work to meet deadlines. The qualified professional will be an organized, personable individual with a positive and proactive attitude, keen attention to detail and a customer service oriented mindset.

1. OPERATIONAL ACCOUNTABILITY

• Provide administrative support to the Director, Recreation and Recreation Leadership Team; including preparation, review, processing and distribution of correspondence, briefing notes, meeting agendas, minutes, actions and presentations.
• Collaborate with the management team to support on business initiatives, programs, processes, procurement, staffing and projects.
• Manage the calendars of the Recreation Leadership Team and related logistics.
• Prepares correspondence on behalf of the Director, Recreation.
• Maintain files and confidential records of Recreation Division to ensure corporate compliance.
• Administer corporate purchasing card, petty cash reconciliation, request for travel and expense forms/reports, and sectional/ divisional time entry.

1. LOGISTICAL SUPPORT

• Prioritize correspondence and scheduling requests ensuring urgent matters and conflicts are addressed.
• Book and arrange meetings, conference and event attendance, resources, travel arrangements and amenities.
• Coordinate access for new employees, monitor job data for adjustments, and all employee data changes.

Administer programs, projects and or processes specific to the operating unit and work to find and create efficiencies in existing processes.

• Monitor department spending to ensure it aligns with operating budget.

1. CUSTOMER SERVICE

• Prioritize requests, direct calls and enquiries to the appropriate level for resolution.
• Provide internal and external customer service by processing and responding to a variety of inquiries and service requests; while adhering to corporate practices and standards.

1. COMMUNICATION & REPORTING

• Research, prepare or assist with the preparation of divisional policies, procedures and reports.
• Fulfils ‘publisher’ role and manages accountability for internal and external web portal presence for division; co-owner of divisional directories, administers access to staff as required.
• Responsible for the upload of reports to Agenda.net meeting/agenda system for Recreation division’s council reports.
• Maintain confidentiality based on the requirement to access, review, maintain and distribute sensitive sectional or divisional and organizational communication, materials and records.
• Provide documentation support for disciplinary, grievance and performance matters.

SELECTION CRITERIA:

EDUCATION:      

• Degree/Diploma in Administration, Management, or equivalent

REQUIRED EXPERIENCE:

• Minimum three years’ experience in an administration role preferably in public sector

OTHER SKILLS AND ASSETS:

• Knowledge or significant experience in business writing, proofreading, etc. with an emphasis on communication, coordination and administration
• Supervisory experience and experience in a public or unionized environment is an asset
• Knowledge of municipal operations, including departmental and council proceedings considered an asset.
• Computer proficiency in Microsoft Office Suite, SharePoint
• Excellent communication skills, written and oral.
• Excellent time management and organizational skills.
• Exceptional analytical skills for complex problem solving

NR-1

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.