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Job Description

Administrative Assistant-Bookkeeper (3 months)

Location Montreal, QC Canada
Longueuil / South Shore, QC Canada (On-site)
Type of project Administration, Sales & Marketing Purchasing/Inventory, Administrative Assistant, Bookkeeping, CRM, Quickbooks
Duration 3 months
Education required Some college/University
Years of experience
    more than 5
Area of Specialization Business
2018-10-25 Workhoppers Montreal QCLongueuil / South Shore QC
Seeking and administrative assistant to help during the peak season for 3 months in the South shore. Can lead to a full-time position.

Administrative Assistant ensures the efficient day-to-day operation of the office, and support the work of management and other staff. Administrative Assistants handle everything from basic clerical work and scheduling meetings to researching data, preparing reports, budgeting, bookkeeping and sometimes even managing clerical staff. There are times when Administrative Assistants take on the role of project managers because of their outstanding planning and organizational skills. Duties often vary based on the level of responsibility required and the managerial level they support.

 Answer phones and transfer to the appropriate staff member
 Take and distribute accurate messages
 Receive, sort and distribute incoming mail
 Monitor incoming emails and answer or forward as required
 Prepare outgoing mail
 Fax, scan and copy and file documents
 Maintain office filing and storage systems
 Update and maintain databases such as mailing lists, contact lists and client information
 Update and maintain internal staff contact lists
 Retrieve information when requested
 Type documents, reports and correspondence
 Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
 Perform work related errands as requested such as going to the post office and bank
 Organize travel arrangements for staff
 Co-ordinate and organize appointments and meetings
 Assist with event planning and implementation
 Monitor and maintain office supplies
 Ensure office equipment is properly maintained and serviced
 Keep office area clean and tidy
 Purchase, receive and store the office supplies ensuring that basic supplies are always available
 Back-up electronic files using proper procedures
 Provide secretarial and administrative support to management and other staff
 Use computer software to prepare invoices
 Process accounts payable ensuring timeliness and accuracy of information
 Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup
 Prepare accurate bank reconciliations and deposits
 Administer petty cash according to established procedures
 Assist with financial reports as required
 Month end duties as required

Administrative Assistant – Skills and Competencies
Organization and planning skills
Work management and prioritizing skills
Verbal and written communication skills
Problem solving ability
Attention to detail
Strong Computer knowledge

Proficiency in the use of computer programs for:
 Word processing
 Databases
 Spreadsheets
 Bookkeeping
 E-mail
 Internet

Education and Experience
• High School Diploma or equivalent
• Business college training an advantage
• Previous office experience
• Competent computer skills including MS Office or equivalent
• Internet skills including use of e-mails, group messaging and data collection
• Numeracy and literacy skills
• 1-3 years’ experience in an office setting

Personal characteristics
 Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the organization.
 Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
 Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
 Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
 Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
 Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
 Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
 Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
 Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Our location is in the South shore.
Specific schedule:
  Mon Tue Wed Thu Fri Sat Sun


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