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We are searching for a Administrative Coordinator to join our Moody Hall team based in Halifax, Nova Scotia

Opening in November 2024, Moody Hall will be home to 144 residents and will feature private suites and washrooms, ample natural light, wider hallways, and new equipment. The home is designed with six neighbourhoods for 24 residents. Every neighbourhood has dedicated nursing stations, dining rooms, living rooms, libraries and activity spaces.

At Moody Hall, we will introduce our innovative Main Street, a purposefully designed space that creates a charming, small-town atmosphere encouraging independence and community spirit among residents.

Main Street is a vibrant hub that includes a cozy café, a town hall, theatre, chapel and schoolhouse.

The home is named after Dr. Harold Moody who was a prominent humanitarian and civil rights activist. He spent time in the Bloomsbury area of London where he set up his own general practice after being denied from hospitals because of the colour of his skin. He also formed ‘The League of Coloured People’ with 70 other Central YMCA Club members (Bloomsbury) to support other people suffering racial discrimination.

Together, these features create an inviting, community-focused environment for social interaction and personal independence, making Moody Hall a unique and enriching place to call home.

Meaningful Benefits

You will be surrounded by supportive and talented team members who make our communities great places to live, work and visit. As an established and respected organization in the healthcare sector, Shannex offers opportunities for growth, development and advancement. And at the end of every day, you will know you’ve made a measured difference in the lives of our residents. Additional benefits include:

• Comprehensive health and dental benefits plan including an Employee and Family Assistance Program
• RRSP program (5% employer matching)
• Vacation accrual (begins immediately) and travel insurance
• Free onsite parking
• Employee discounts on select apparel, fitness, and retail partners through our Perks Program
• Access to continuing education and training through Shannex’s Centre of Excellence
• Opportunities to be part of sector innovation and continuous improvement initiatives
• Recognition and Rewards for service excellence and safety

About the Opportunity

• Provides support for the admission of Residents and Clients
• Performs a wide variety of typing assignments, and operates the computer to enter data, edit, revise, and print minutes, letters, memos, tables, and other material
• Maintains and updates Client files, and documents, including Client lists
• Coordinates Client transportation
• Performs basic accounting functions, which may involve Client banking reconciliation and payments on Client accounts
• Supports the facility inventory supply program, which may involve ordering, receiving and distributing supplies
• Monitors fire and security alarm panels, and follows safety and security duties as per facility policy
• Provides support and guidance to employees in assistance with payroll, scheduling and benefits information
• Prepares photocopies and facsimiles and sorts and distributes incoming/outgoing mail.

About You

• As the successful candidate, you will be a graduate of an approved Office Administration or Professional Secretarial diploma, you will have excellent computer skills and experience in Microsoft Office Suite and previous Long-Term Care experience is an asset.
• A passion for the healthcare sector and/or ensuring seniors have access to quality accommodations, services, and care.

The Administrative Assistant III reports to a Manager and provides coordination and support in the areas of the regional updating and tracking, handling and coordinating shipments, placing orders for equipment, uniforms and supplies, purchase requisitions and in some cases supports other Administrative Assistants.

KEY DUTIES & RESPONSIBILITIES

• Carry out the day-to-day execution of administrative duties to ensure BGIS ITS operations are provided with support on National level
• Daily monitoring of administrative email box and process all requests in timely manner
• Coordinate corporate initiatives throughout their region
• Support Regional Operations Managers in the onboarding and offboarding of employees
• Coordinate with other support departments within BGIS
• Continuous updating of administrative documentation and trackers based on requests and provided reports
• Coordinate regional shipments of supplies to employees efficiently and timely
• Assist in ordering uniforms and providing proper PPE to employees
• Assist with Trade and HSE certification management through tracking system
• Update Team Members’ information when required and inform all departments where necessary
• Process Purchase Requisitions in various systems
• Assist in Purchase Card management 
• Assist in documentation translation when required 
• Other related general administrative duties as required
• Other duties as assigned

KNOWLEDGE & SKILLS REQUIRED

• Requires three (3) to five (5) years of administrative experience
• High school education completed
• Excellent computer skills, proficient with MS Office
• Ability to work independently with little or no supervision
• Excellent interpersonal skills
• Problem solving skills
• Effective leadership skills when working in a group
• Strong time management skills and organizational skills
• Strong professional written and verbal communication skills
• Strong customer focus
• Strong care for accuracy and attention to details 

This position assigns Broker to import shipments through BLUE2. Other data entry may be requred based on Volume availability

UPS is a diverse and equal opportunity employer.  Accommodations are available, on request, for candidates with disabilities taking part in the recruitment process.  If you are selected to participate in the recruitment process, please advise if you require accommodation for a disability.

• Location: 207 Rue des Alouettes, St Alphonse de Granby, QC J0E 2A0, Canada

Supports station/call centre operations and management in all aspects of business and office procedures including liaison with internal and external customers, suppliers and employees. Co-ordinates all administrative aspects of the station/call centre and directly assists senior manager in achievement of departmental goals.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

High school diploma/educational equivalent with secretarial courses or business college training preferred.

Two (2) years experience in a customer contact environment of which one (1) year is in a secretarial/administrative role.

Standard level MS Excel, Word. PowerPoint is preferred.

Good communication (verbal/written), interpersonal and organizational skills required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

High school diploma/educational equivalent with secretarial courses or business college training preferred.

Two (2) years experience in a customer contact environment of which one (1) year is in a secretarial/administrative role.

Standard level MS Excel, Word. PowerPoint is preferred.

Good communication (verbal/written), interpersonal and organizational skills required.

Preferred Qualifications:Must be bilingual French and English Doit maitriser le français et anglais

The Administrative Assistant will provide administrative, managerial and organization assistance to the Vice President, Legacy Modernization. The successful candidate will be a high-energy, experienced executive assistant with an extremely professional demeanour, business maturity and discretion. This role will satisfy the self-starter who takes pride in contributing through support for the C-suite and has enthusiasm for coordinating key financial events, recognizing that s/he is an extension of the office of the VP and will represent their presence accordingly.

• Proven track record in an administrative role

• High degree of professionalism, business maturity, common sense and good judgement

• Strong organization skills and attention to detail and accuracy

• Flexibility and able to thrive in a fast-paced environment

• Able to maintain confidentiality on highly sensitive matters

• Takes pride in contributing through support with a positive attitude

• Takes personal accountability

• Critical thinker

• Responsibilities

• Coordinate all administrative aspects, including dynamic calendar management, meeting setup (A/V equipment and catering, etc), guest pickups, expense reports, travel arrangements, improvement of filing systems, and ordering of supplies to ensure the team operates efficiently and effectively

• Schedule and organize the quarterly business review meetings and annual planning meetings

• Act as the key point of contact for several vendors providing reliable and timely resolution to inquiries

• Onboard new employees

• Plan and co-ordinate team events, PI Planning and Quarterly meetings including catering and PowerPoint Presentations

What you bring

• 5+ years of experience supporting VP executives’ role within a fast paced and/or professional firm

• Advanced working knowledge of Adobe and Microsoft Office Suite. Knowledge of Concur is an asset.

• Superior written and verbal communication skills

• High level of independence and can be relied upon to follow work through to completion

• Proven ability to manage multiple tasks simultaneously, take initiative, exercise sound judgement, and anticipate needs

• Proven ability to establish valuable relationships within an organization

• Demonstrate a positive attitude, with the ability to cope well under pressure with little or no supervision

• Provide professional administrative support in a helpful, respectful and friendly manner

• Extremely professional with executive presence, tact, and political savvy

• Willing to occasionally monitor email off-hours

• Work onsite 3 days a week

• Provide back up support to the other IT Administrative Assistants

Hybrid

We value flexibility. We have adopted a hybrid work model whereby employees use a combination of working in office and virtually in service of outcomes. Each leader is empowered to decide what work is best achieved in person based on the unique needs of their team.

#LI-NV1

The Maintenance Inventory Controller is responsible to ensure the smooth and efficient operation of the Maintenance Stores Department, providing parts and materials for the maintenance, repair & overhaul of building and operational equipment while optimizing Stores levels to improve efficiency and reduce costs.

locationsBolton, ONAJ Billes Distribution Centre [AJBDC]

• Conform to all safe operating practices. Maintain a clean and safe workplace.
• Manage the MRO inventory through the CMMS inventory and purchasing modules.
• Procurement of needed inventory and replacement parts to meet min/max guidelines, project and planned work requirements in a cost and quality manner.
• Manage inventory supplier contracts to agreed vendor performance levels, (could include EDI, preferred vendor, blanket order).
• Conduct ongoing ABC analysis of MRO inventory and make recommendations for necessary change.
• Maintain CMMS inventory and purchasing data base for accuracy, ie: pricing, vendor files and location. Ensure integrity or CMMS data within your given level of security.
• Receive incoming shipments and process documentation for receivables, payables and maintain files for all such transactions.
• Restock shelves on a daily basis
• Assist in quotations for W.O., projects, retrofits.
• Create new part record and maintain parts identification system. Monitor and ensure an accurate parts transaction history on a daily basis.
• Ensure bar code labeling system is accurate and updated.
• Perform inventory audit (cycle counts) as required, to maintain accurate inventory levels.
• Maintain appropriate confidentiality for all business plans and activities
• Monitor remote parts cribs, ie: Mobile.
• Work constructively and effectively with all internal and external contacts, maintaining dignity and respect at all times.
• Creating Purchase Order in Maximo and COUPA

What you bring:

• Strong organizational skills and computer skills with working knowledge of Computerized Maintenance Management System (CMMS), Microsoft Word, Excel and Microsoft project
• Self motivated individual who works well with minimal supervision.
• Demonstrated knowledge of maintenance techniques on work order flow and work order backlog.
• Excellent communication skills and strong analytical and problem-solving skills.
• Post-secondary education or equivalent experience in production inventory management
• Minimum 3-5 years’ experience within production/ inventory. Experience in high paced distribution center preferred
• Able to rely on judgment and experience to plan and accomplish goals.
• Excellent time management skills. Detail orientated
• Ability to work Monday-Friday 7:00am-3:00pm

CLOSING DATE: September 24, 2024

AREA OF RESPONSIBILITY:

Reporting to the Manager, Accounting, this position is responsible for running various scheduled accounts payable payment runs and data entry of General Ledger journals into PeopleSoft Financial system. Reviews employee expense reimbursement requests. Completes filing duties.

• Complete Weekly Accounts Payable payment run.
• Complete Bi-weekly Accounts Payable payment run.
• Complete Miscellaneous Accounts Payable payment run.
• Complete Refund Accounts Payable payment run.
• Complete Employee Accounts Payable payment run including employee reimbursements.
• Print electronic Accounts Payable invoices.
• Review, verify and enter General Ledger journals into PeopleSoft Financial system.
• Review employee expense reimbursement requests and verify backups and appropriate approvals.
• Assist with internal and external audits.
• Filing of Purchasing Cards.
• Create and archive Accounts Payable vendor files.

SELECTION CRITERIA:

• High school (Grade 12) graduation plus an additional program of over one year and up to two years or equivalent in Accounting.

• Over one (1) year, up to and including two (2) years’ experience

• Requires strong analytical skills.
• Must be proficient in Excel and other Microsoft Window applications.
• Exceptional written and verbal communication and interpersonal skills with an emphasis on customer service.
• Able to work independently and as part of a team.

**Preference will be given to students that have a permanent residency in Brampton. 

**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.

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
IS THIS ROLE RIGHT FOR YOU

In the role you will:
 

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
• supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
• responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

 
DO YOU HAVE THE SKILLS
 
We would love to work with you if you have:

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

 
WHAT’S IN IT FOR YOU
 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills.

We are searching for a Administrative Coordinator to join our Moody Hall team based in Halifax, Nova Scotia

Opening in November 2024, Moody Hall will be home to 144 residents and will feature private suites and washrooms, ample natural light, wider hallways, and new equipment. The home is designed with six neighbourhoods for 24 residents. Every neighbourhood has dedicated nursing stations, dining rooms, living rooms, libraries and activity spaces.

At Moody Hall, we will introduce our innovative Main Street, a purposefully designed space that creates a charming, small-town atmosphere encouraging independence and community spirit among residents.

Main Street is a vibrant hub that includes a cozy café, a town hall, theatre, chapel and schoolhouse.

The home is named after Dr. Harold Moody who was a prominent humanitarian and civil rights activist. He spent time in the Bloomsbury area of London where he set up his own general practice after being denied from hospitals because of the colour of his skin. He also formed ‘The League of Coloured People’ with 70 other Central YMCA Club members (Bloomsbury) to support other people suffering racial discrimination.

Together, these features create an inviting, community-focused environment for social interaction and personal independence, making Moody Hall a unique and enriching place to call home.

Meaningful Benefits

You will be surrounded by supportive and talented team members who make our communities great places to live, work and visit. As an established and respected organization in the healthcare sector, Shannex offers opportunities for growth, development and advancement. And at the end of every day, you will know you’ve made a measured difference in the lives of our residents. Additional benefits include:

• Comprehensive health and dental benefits plan including an Employee and Family Assistance Program
• RRSP program (5% employer matching)
• Vacation accrual (begins immediately) and travel insurance
• Free onsite parking
• Employee discounts on select apparel, fitness, and retail partners through our Perks Program
• Access to continuing education and training through Shannex’s Centre of Excellence
• Opportunities to be part of sector innovation and continuous improvement initiatives
• Recognition and Rewards for service excellence and safety

About the Opportunity

• Provides support for the admission of Residents and Clients
• Performs a wide variety of typing assignments, and operates the computer to enter data, edit, revise, and print minutes, letters, memos, tables, and other material
• Maintains and updates Client files, and documents, including Client lists
• Coordinates Client transportation
• Performs basic accounting functions, which may involve Client banking reconciliation and payments on Client accounts
• Supports the facility inventory supply program, which may involve ordering, receiving and distributing supplies
• Monitors fire and security alarm panels, and follows safety and security duties as per facility policy
• Provides support and guidance to employees in assistance with payroll, scheduling and benefits information
• Prepares photocopies and facsimiles and sorts and distributes incoming/outgoing mail.

About You

• As the successful candidate, you will be a graduate of an approved Office Administration or Professional Secretarial diploma, you will have excellent computer skills and experience in Microsoft Office Suite and previous Long-Term Care experience is an asset.
• A passion for the healthcare sector and/or ensuring seniors have access to quality accommodations, services, and care.

     Key Qualifications:

1. Considerable Experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures, some of which must relate specifically to the actual duties of the position.
2. Considerable Experience in the use of a variety of software packages including advanced knowledge of Microsoft Office Suite (such as Word, PowerPoint, Excel and Outlook), to prepare correspondence, presentations, create statistical reports and charts related to organizing, analyzing and reporting data.
3. Experience conducting research, gathering information, drafting, editing and the formatting of complex reports, correspondence, charts, tables and statements for senior management, Council and Committees, or equivalent.
4. Experience taking minutes at meetings and handling required follow up activities.
5. Experience working with sensitive materials/information for senior management and ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
6. Experience in developing and implementing administrative work procedures and systems.
7. Experience in planning and organizing appointments, meetings, interviews, conferences and special events.
8. Strong analytical and problem solving skills with the ability to manage interruptions, demonstrate initiative and assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
9. Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, members of the public and external partners and agencies.
10. Excellent organizational and time management skills, including attention to details, ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
11. Demonstrated knowledge of, and the ability to handle municipal operations, Council proceedings, and current political issues.
12. Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
13. Must be flexible to work long hours in peak periods and be able to work flexible hours.

The primary role of the Administrative Receptionist is to ensure a positive first impression of CWB Financial Group.  Key responsibilities are to provide a professional and friendly front line reception experience to colleagues and guests over the phone and in person

The Administrative Receptionist will perform a variety of administrative duties, maintain databases and records, and will maintain positive relationships with the executive and staff, members of the Board, clients and third-party vendors.

Areas of focus

Reception:

• Greet and welcome guests in a friendly and professional manner.

• Manage incoming calls, triage inquiries, and transfer calls efficiently.

• Respond to client inquiries and handle complaints following established procedures.

• Manage meeting room bookings and maintain a tidy, organized reception area.

• Ensure availability of informational materials and refreshments for visitors.

• Train and supervise relief reception staff as needed.

Mail & Courier Support:

• Receive, sort, and distribute incoming and outgoing mail and couriers.

• Manage postage allocation and postage meter funds.

• Process shipping labels and manage fax communications.

• Track, scan, and arrange registered mail deliveries.

Administrative Support:

• Order and maintain office and kitchen supplies, ensuring stock levels are met.

• Process invoices and prepare payment instructions for Accounts Payable.

• Coordinate building and maintenance issues with Property Management.

• Update employee contact information and maintain access card inventory.

• Assist with office-related administrative tasks, such as meeting arrangements, document scanning, and filing.

• Participate in office committees and project teams as required.

Qualifications

• High School Diploma required; post-secondary education is a plus.

• Minimum 1 year of administrative experience, preferably with multiple phone lines and invoice processing.

• Proficiency in MS Office (Excel, Outlook, Word).

Skills & Competencies:

• Strong communication skills (verbal and written), with a polished, professional telephone manner.

• Excellent time management, organization, and multitasking abilities.

• Ability to work independently and make decisions with minimal supervision.

• Friendly, customer-focused attitude with the ability to handle high-pressure situations calmly.

• High attention to detail and strong problem-solving skills.

• Ability to handle sensitive and confidential information with discretion.

Working Conditions:

• Primarily office-based; ability to sit for extended periods.

• Occasional fluctuations in workload, requiring flexibility to meet deadlines.

Key Relationships:

• Internal: CWBFG employees, including senior executives.

• External: Clients and third-party vendors.

Impact:

• Individual contributor with no direct reports or signing authority.

• Works independently within established policies and procedures, exercising judgment as needed.

Why work with us?

Your success is our obsession! And our award-winning culture & benefits back it up.

Proudly recognized by Great Place to Work® in 2024 as one of Canada’s top 50 Best Workplaces & member of Waterstone Human Capital’s Most Admired Corporate CulturesTM Hall of Fame.

Wellness matters. We offer an award-winning benefits package that includes:

• Generous company-funded health coverage

• Health care spending account

• A flexible wellness program

• generous time-away options to unplug, rest & recover

Career development. We commit to our employees’ development and help them reach their professional goals with:

• Organization wide coaching services

• Mentorship

• Education support & training programs

Bring your whole self to work. Inclusion is a journey requiring practice & experience to result in a powerful outcome. Your perspective matters & voice will be heard. Find community within the CWB family in our employee represented groups.

Closing Date:

* Position closes at 12:01am on the close date identified below.

09/19/2024