All jobs within 50 km around New Westminster in Administrative Jobs

Main Purpose and Function

The Office Support Clerk III works independently and as part of a team. This position performs varied clerical work including work related to, but not limited to, reception, time entry, equipment maintenance, database maintenance, ordering of office supplies and a variety of clerical duties to primarily support the Social Policy team.

The position reports to the Manager, Administrative Services with direct supervision from the Admin Coordinator of Social Policy and Projects within Arts, Culture and Community Services.

Specific Duties and Responsibilities

• Formats and proofreads Council Reports, announcements, application forms, guidelines, e-mails and other standard grant-related correspondence.
• Provides support to Council Reports authors on VanDocs and SharePoint activities; ensures submission deadlines are met; contributes contents/data for appendices if needed.
• Prepares monthly reports of RTS (Report Tracking System) information.
• Supports all administrative aspects of multiple grants streams and projects.
• Creates and edits grant application and criteria forms in Word and/or in other software/grant management systems.
• Prepares application invitations, monitors grant application intakes, e.g. managing the Social Policy Grants e-mail account, photocopying, checking for completeness of required attachments, following up and communicating with applicants;
• Maintains a database (MS Access, MS Excel or other software/grant management system), designs queries to generate statistical/analytical reports, designs forms with comments and conditions.
• Maintains conditions and key milestones, and works with planners to ensure conditions are met.
• Uses SAP to create new order numbers, initiate release of grant funding, honorariums, track grant payments (with subject to conditions), processes returned and cancelled cheques, cheque and Electronic Fund Transfer (EFT) disbursements, recurring payment reports, vendor information, and other functions.
• Coordinates with Financial Services, ACCS to prepare the year-end carry forward for unpaid grants.
• Assists with the administration of grants budget, coordinates with Planners and Financial Services to maintain up-to-date budgets, including payments to-date, remaining balances and total budget per stream.
• Monitors and updates the Social Policy Grant websites to ensure that they contain up to date and timely information, and liaises with IT Web Services to maintain content.
• Develops and maintains a Social Policy grant Outlook calendar to ensure that planners are kept informed of all key grant dates, e.g. application deadlines and grant payments.
• Maintains and manages department mailboxes on regular basis.
• Organizes all grant meetings, events and workshops from booking venue/conference room, preparation of material, providing supplies, placing catering orders, to clean up.
• Liaises with the public to answer basic questions related to grant application deadlines and the application process, and forwards more complex inquiries to planners.
• Takes meeting minutes and transcribes notes for key events such as grant deliberations and other meetings consisting of City staff and/or members of the public; responds to 311 queries in relation to grants.

• Acts as the primary Departmental Time entry duties, checking staff quotas, maintaining attendance book; producing and filing time entry reports.

• Provides administrative support by answering calls, screening calls, and processing confidential information.
• Organizes community engagement meetings, events and workshops from booking venue/ conference room, preparation of material, providing supplies, placing catering orders, to clean up.
• Posts, maintains, reconciles and balances all project-related invoices including tracking in a database, follow-up with vendors, completing and submitting requests for service forms, and tracking contracts and payments using a variety of computer software and databases.
• Develops and maintains project files, codes and indices necessary for the organization and categorization of diversified and complex paper and virtual files.  Advises and assists Project Lead on contract or payment issues, discrepancies, deadlines, etc. and is responsible for following up to secure appropriate information to effect necessary adjustments.
• Provides backup support for other clerical team whenever absences coverage as required.
• Performs other duties/responsibilities as assigned.

Qualifications
Education and Experience:

Completion of 12th Grade including or supplemented by courses in commercial and administration subjects and sound related experience in moderately complex administrative work experience, or equivalent combination of education, training and experience.

Knowledge, Skills and Abilities:

• Thorough knowledge of business English, spelling, punctuation, and business math is required.
• Knowledge of modern office equipment (e.g. voicemail, scanners, multi-purpose photocopying machines, laptops, projectors, etc.) is required.
• Sound knowledge of departmental and other policies, regulations, rules, procedures and practices that relate to the position occupied or which govern worksite activities and employee behaviour.
• Advanced knowledge of software programs such as MS Office Suite (Word, Excel, Outlook, and PowerPoint) is required.
• Working knowledge of SAP, Sharepoint and the City’s Procurement Policy as it relates to contracting and invoice.
• Excellent communication, interpersonal and organizational skills are a necessity, as this position requires written, telephone, and tactful in-person interaction with team members and the public. 
• Strong organizational skills and the ability to prioritize work assignments in order to meet multiple deadlines.
• Ability to work with accuracy and attention to detail.
• Ability to understand and interpret oral and written instructions and communicate effectively both verbally and in writing.
• Ability to establish and maintain effective working relationships with staff of various civic departments and representatives of outside agencies.
• Ability to work proactively and independently within the duties/responsibilities to identify areas that need added attention or change.
• Ability to work under pressure and establish work priorities, to multi-task, and to develop and maintain effective work procedures and processes.
• Familiarity with specific CoV records management systems (e.g. VanDocs and VanRims) will be an asset.
• Ability to work independently and collaboratively as part of a team.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite.  At this time this position is eligible to be part of the Flexible Work Program.

The City’s COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 is not required at this time. However, should circumstances change and the City deem it necessary to re-introduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.

Business Unit/Department: Arts Culture Community Service (1200) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: April 2024 

Position End Date: May 2025

Application Close: February 16, 2024

What is the Opportunity?

As the Administrative Assistant, you will play a critical role by providing direct support to both the Managing Director and Director, Relationship Management at RBCx. RBCx is a full-service platform to accelerate the entrepreneurial journey at every stage of growth – providing access to capital solutions, innovative products and services, and operational expertise to help technology companies’ scale. You will be accountable for managing schedules, departmental events and executive correspondence to ensure the effectiveness of the executive leadership team. In addition, you will liaise with RBC Leadership and business partners on behalf of the Directors, follow-up on action items, maintain calendars, coordinate travel arrangements, maintain and organize files, prepare correspondence and other presentation materials, and prepare / act as a pre-verification officer for department expense reports.

What will you do?

• Provide executive administrative assistance in support of the senior executive maintaining a high degree of confidentiality and accuracy within a fast-paced, deadline driven environment.

• Assist as the primary liaison for the senior executive, with senior internal and external stakeholders.

• Coordinate and maintain senior executive’s correspondence, calendar, and reporting, responding and prioritizing as appropriate and with discretion.

• Proactively manage complex travel arrangements/itinerary; ensuring seamless travel and efficient use of budgeting and resources.

• Coordinate and provide support for internal and external event planning such as offsite sessions, communication & roundtable sessions, Town Halls & Coffee chats

• Manage the senior executive/leadership team’s supplier relations, maintain records and business expenses, and ensure invoices and bills are promptly paid; prepare and approve expenses according to delegated authorities.

• Coordinate all aspects of logistical organization of conferences/meetings. Develop agendas, materials and routines, including action items and follow-ups. Provide post-event support as needed.

• Coordinate arrangements for employee changes and onboarding plans for new hires, including equipment and premises requirements and ensuring adherence policies and procedures.

• Support the Director’s monthly portfolio quality reviews by gathering relevant reports and commentary from VP’s on outstanding items.

What do you need to succeed?

Must-have:

• 5+ years of Executive or Administrative support experience supporting senior leadership.

• Superior organizational skills specifically around calendar management, scheduling, ability to organize, plan, and schedule activities.

• Strong interpersonal relationship skills in working effectively with various levels of staff, including senior management and executives; ability to work as a team member.

• Sound judgement in decision making; strong problem solving skills and resourceful in working with others and representing the office of the senior executive.

• Anticipate the needs of the senior executive and flag questions or opportunities before issues arise.

• Demonstrate initiative, positive and helpful attitude when dealing with others in a professional manner.

• High proficiency in MS Office (Word, PowerPoint, Excel, Outlook); Intranet and Internet navigating and research skills.

Nice-to-have:

• Related experience within a matrixed corporate environment.

What’s in it for you?

We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients succeed. We care about each other, reaching our potential, making a difference to our communities and achieving success that is mutual.

• Opportunity to be a valuable member of a critical team.

• Comprehensive compensation including performance bonus, pro-rated vacation, flexible healthcare benefits.

• Significant exposure to stakeholders across multiple businesses.

• Interesting, complex work that makes a difference in peoples’ lives.

• A collaborative culture that recognizes innovative business ideas.

• Access to various programs, resources and technology.

Job Skills

Communication, Data Entry, Detail-Oriented, Email Services, Office Administration, Presentation Software, Spreadsheet Software, Teamwork, Time Management, Word Processing Software

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate
Experience: Candidates should have experience of 1 to less than 2 years’

Responsibilities:

• • The candidates should be able to interview patients to obtain case histories, schedule and confirm appointments
  • The candidates should be able to complete insurance and other claim forms, maintain filing system

• The candidates should be able to perform general clerical work, such as order supplies and maintain inventory, determine and establish office procedures and routines
• The candidates should be able to enter and format electronically based medical reports and correspondence and prepare spreadsheets and documents for review
• The candidates should be able to initiate and maintain confidential medical files and records

Benefits:

• The candidates will get dental plan, health care plan, vision care benefits

How to apply:

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

By Email:
[email protected]

Be prepared for the screening questions. Include answer the following questions while applying:

• • Are you currently legally able to work in Canada?
  • Are you willing to relocate for this position?

• Do you have previous experience in this field of employment?
• What is the highest level of study you have completed?
• What is your current level of study?

Requirements:

Languages

English

Education

• Secondary (high) school graduation certificate

Experience

2 years to less than 3 years

Ricoh is currently looking for career-oriented individual to provide exceptional support and service related to clerical and administrative duties.

Responsibilities:

• Manage and process all incoming and outgoing couriers (Local and Out of Country)
• Sort and process all incoming and outgoing mail
• Check in visitors and issuing access badges
• Assist with meeting room support (video conferencing, furniture reconfigurations, catering set ups)
• Report Facilities issues (lights out, broken chair, etc.)
• Manage supply requests
• Submit service now ticket requests
• Creates proofs, revises and edits written material as needed
• Handles internal and external correspondence
• Creates and maintains departmental filing system
• Answers telephone lines
• Updates calendars
• Uses and coordinates maintenance for local office equipment
• Coordinates logistics for meetings, net meetings and conference calls: location, communications, resources, etc
• Maintains department logs, reports, and/or data entry for functional databases
• Cross-trains and learns other responsibilities within the team and provides assistance as needed
• Builds professional relationships with customers and other teams
• Performs other duties as assigned

Education & Experience:

• Requires a high school diploma
• Requires 1-3 years of experience in the administrative field

Skills:

• Excellent interpersonal skills with the ability to quickly develop business relationships
• Strong self-motivation to drive results
• Excellent communication skills both verbal and written
• Effective use of Microsoft Office
• Ability to regularly lift and push objects up to 30-50 lbs

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

Candidate Status:

• Canadian citizens 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 arrange and co-ordinate seminars, conferences, etc., supervise other workers, train other workers, and train, direct, and motivate staff
• The candidates should be able to determine and establish office procedures and routines, plan, develop, and implement recruitment strategies, schedule and confirm appointments, and manage contracts
• The candidates should be able to manage training and development strategies, answer telephone calls and relay messages, answer electronic enquiries, and compile data, statistics, and other information
• The candidates should be able to oversee the preparation of reports, advise senior management, respond to employee questions and complaints, and order office supplies and maintain inventory
• The candidates should be able to negotiate collective agreements on behalf of employers or workers, oversee payroll administration, arrange travel, related itineraries, and make reservations, and open and distribute regular and electronic incoming mail and other material and co-ordinate the flow of information
• The candidates should be able to type and proofread correspondence, forms, and other documents, perform data entry, provide customer service, recruit and hire workers and carry out related staffing actions, and maintain and manage digital databases
• The candidates should be able to perform basic bookkeeping tasks, consult with clients after sale to provide ongoing support, conduct performance reviews, oversee occupational health and safety, and supervise office and volunteer staff

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 the below-mentioned details

By email
[email protected]

TheHub Operations Clerkis a part-time, day sort position and is responsible for updating package information, validating deliveryinformation using UPS systems, scanning premium service packages, assisting dispatch and updating the package inventory systems. This position may also perform general administrative responsibilities including preparation of reports using various software packages, compilation of information from various sources, and handling small scale projects.

The Hub Operations Clerk may be required to utilize heavy machinery to complete tasks, and will be trained to operate these equipment. Included in the responsibilities will be to complete package recovery process in the Hub, package inventory update, overgoods, DG processing and all other work as assigned.

• Job Type: Permanent/Part-Time

• Location: 5960 Ferguson Road, Richmond BC

• Shift:Monday to Friday (5 days/Week) 12:00PM - 5:00PM(shifts can vary and/or extend due to operational requirements) 

• Compensation: starting at $17.40 hourly

Responsibilities:

• Completes package and inventory recovery process in the Vancouver Hub Operations

• Completes overgoods processing and documentation

• Generates package recovery and overgoods processing reports for Hub Operations and Package Care

• Processes Dangerous Goods (DG) package recovery

• Takes action to learn all product and service offerings

• Operates all office equipment, software, and devices

• Maintains a clean, organized, and safe working environment

Qualifications:

• Strong customer service skills

• Strong computer skills, including Microsoft Office Applications

• Strong verbal and written communication skills

• Ability to work in a warehouse environment

The above statements are intended to describe the general nature of the work required for the position and are not intended to be an exhaustive list of all duties and responsibilities.

Overview

Package Operations Clerks are part-time and permanent positions, and are responsible for updating package information, validating international address information using UPS systems, scanning premium service packages, assisting brokerage operations and updating the package inventory systems.

Package Operations Clerks may utilize heavy machinery to complete tasks. These positions will perform other tasks as assigned - including, but not limited to, working with the belts, the customer counter and with Canada Customs officers.

• Location: 5960 FERGUSON ROAD, RICHMOND BC (Near YVR)*

• Shift: Monday to Friday; 6:00AM - 11:00AM

* The location of the package centre may not be regularly accessible by public transit during the available shifts. A secure form of transportation may be needed. Please check transit availability prior to committing with a shift.

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Responsibilities:

• Takes ownership of international shipping address corrections and data entry.

• Assists in validating customs and brokerage documentation and calculations.

• Operates all office equipment, software, and devices and trains others.

• Maintains a clean, organized, and safe working environment.

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Qualifications:

• Strong customer service skills

• Strong computer skills, including Microsoft Office Applications

• Strong verbal and written communication skills

• Must be comfortable working in a warehouse and belt-operations environment

• Ability to lift, up to 70-lbs (30-kg) unassisted, on an occasional basis

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What we offer:

UPS offers a competitive compensation package which includes benefit options including health and dental coverage, group insurance plan, paid vacation, employee stock purchase plan and an unlimited opportunity to grow within the company.

Our employee benefits include the following:

• Training and Development: UPS provides full training for all positions to ensure safety and compliance to policies and regulations;

• Weekly Compensation: Employees are paid on a weekly basis, every Friday;

• Generous Benefits Package: All UPS employees have extended health, dental, and vision benefits;

• Promotion From Within: UPS is a globally known brand and has expanded in many countries and so UPS offers lots of room for advancement in many areas of the business;

• Employee Discounts: All UPS employees have the chance to take advantage in employee discounts when purchasing UPS merchandise and other brands;

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The above statements are intended to describe the general nature of the work required for the position and are not intended to be an exhaustive list of all duties and responsibilities.

UPS offers a competitive compensation package which includes benefit options inclusive of health and dental coverage, group insurance plan, paid vacation, employee stock purchase plan and an unlimited opportunity to grow within the company.

Overview