Administrative - Administrativa/o

CRITICAL TASKS

Job Summary

Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservations, and answer inquiries from vendors, associates and guests. Transmit information or documents using a computer, mail, or facsimile machine. Operate standard office equipment other than computers. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. Handle incoming and outgoing mail, including date stamping and distributing incoming mail. Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc. Compile, copy, sort, and file records of office activities, business transactions, and other activities. Enter and locate work-related information using computers and/or point of sale systems.

Follow all company policies and procedures, maintain confidentiality of proprietary information, and protect company assets.

Policies and Procedures

• Maintain confidentiality of proprietary materials and information.

• Protect the privacy and security of guests, vendors and coworkers.

• Follow company and department policies and procedures.

• Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.

• Perform other reasonable job duties as requested by Supervisors.

Working with Others

• Address guests, associate and vendors' service needs in a professional, positive, and timely manner.

• Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.

• Talk with and listen to other employees to effectively exchange information.

• Support all co-workers and treat them with dignity and respect.

• Develop and maintain positive and productive working relationships with other employees and departments to promote an environment of teamwork and to achieve common goals.

Physical Tasks

• Enter and locate work-related information using computers and/or point of sale systems.

• Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.

Documentation/Reporting

• Create and maintain computer and paper-based filing and organization systems for records, reports, documents, etc.

• Transcript of meetings (15 minutes, monthly, stand up, supervisors) of the Department.

• Coordinate Grounds department associate documentation such collecting information related to work accidents, sick leave, resignations, reports to payroll number of hours worked on chemical applications and hours worked for other departments.

• Reports to finance on fuel, waste and carbon print information.

• Coordinate Finance & Accounting documentation related to accruals, delivery note management, receipt and coding of invoices, budgets,

• Place orders with suppliers, registration of new suppliers, distribute bidding requests and requests for proposals and requests documentation to outsource companies to coordinate the prevention of risks at the workplace.

• Transmit information or documents using a computer.

• Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservation and answer inquiries from guests.

• Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.

• Workday Timekeeper for the department: review time worked and lieu time including vacations for the Grounds team in WorkDay system and follow up with the department head on any time tracking incidents.

• Enter the Grounds’ department buying requests into Birchstreet application.

• Liaise with external companies to request the services required by the department head for machinery rental, office and golf course cleaning, extra works and other department service needs.

• Coordinate site requests addressed to the Grounds department and internal department needs (including meals, uniforms and lockers for staff, amongst others) and directs information to the appropriate person.

Office Equipment

• Transmit information or documents using mail, or facsimile machine.

• Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals.

Critical Competencies

Analytical Skills

• Computer Skills

• Learning

Personal Attributes

• Integrity

• Dependability

• Positive Demeanor

• Presentation

• Initiative

• Stress tolerance

• Adaptability / Flexibility

Interpersonal Skills

• Team Work

• Interpersonal Skills

Organization

• Detail Orientation

• Multi-tasking

• Time Management

• Planning and organizing

Communications

• Phone etiquette skills

• English language proficiency

• Communication

• Writing

• Listening

• Applied reading

Computer Software

• Microsoft Office

• Birchstreet

• Workday