Company information

Hobart is the leading supplier of equipment, systems and service in the food industry. Hobart offers the broadest line of equipment including cooking, food preparation, refrigeration, bakery systems, warewashing and waste systems, and weighing, wrapping and labeling systems. Hobart Canada is a part of ITW Food Equipment Group and is headquartered in Toronto with branch offices in Halifax, Nova Scotia, Montreal, Québec, Toronto, Ontario, Edmonton and Calgary, Alberta, and Vancouver, British Columbia. The company employs more than 240 people. Included in this number are over 125 service technicians providing nationwide service, effectively making Hobart Canada the industry’s largest service organization.

Job Description

The Office Administrator will provide primary administrative and functional support duties for the North York Head Office. The incumbent will help maintain the daily operations of the office by providing employees with administrative support and supplies to help them accomplish their tasks.

Must be available Monday to Friday between 4 to 6 hours per day depending on workload. No Weekends or evenings. 100% in office.

Skills/Abilities

Excellent verbal and written business communication skills.
Must be detailed orientated and accurate.
Ability to succeed in an ever-changing and fast-paced environment.
Ability to effectively manage multiple, competing priorities under a given timeline.
Ability to show considerable discretion regarding sensitive and/or confidential information.
Strong sense of urgency and dependable.
Must be confident, self-aware and independent.
Proficiency in MS Suite products (specifically Excel, Word, PowerPoint and Outlook)
Knowledge of Pronto or other ERP system is an asset.

Key responsibilities include:

An experienced, reliable, and task-oriented Office Administrator that will support all areas of the Office including, but not limited to, finance, accounting, purchasing, customer service, project management, and human resources.

Coordinate and send invitations for company activities, meetings and events. Arrange all logistics, equipment, supplies, refreshments, catering, etc.
Maintain a clean and efficient office environment, including kitchen and boardroom areas.
Process incoming and outgoing mail.
Greet guests and direct them as needed; Deliver H&S inductions for visitors.
Manage phone directory, office keys and access key fobs.
Maintain inventory of office supplies, conference, training & break rooms; Order supplies as required and arrange for servicing of office equipment.
Coordinate with landlord for building maintenance.
Assist the Controller in all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested.
Verify and process employees’ expense reports in Concur, ensuring all supporting documents are attached to the expense report.
Review all AP invoices for Western Canada and match with internal PO for accuracy. Forward to appropriate manager(s) for approval and forward to AP for processing.
Coordinate with IT department on all office equipment; Set up new employee workspace.
Log cash applications; Enter customer remittances in Pronto.
Handle vendor submission requests and complete the required forms (Credit applications, company information, procurement business number, etc.).
Ensure that the Liability Insurance is up to date.
Review high value sales warranty claims and ensure they meet company policy.
Scan documents for various departments.
For the Head Office, monitor PPE inventory and oversee purchase of health & safety supplies (ordering & stocking): Participate in the Joint Health and Safety Committee.
Work with vendors regarding pest control, first aid and fire extinguishers.
Coordinate vehicle replacement & returns; Obtain annual driver’s abstract; Distribute insurance certificates; Maintain vehicle list; Oversee the provincial plate renewals; Coordinate distribution of fuel cards; Manage the 407 transponders; Coordinate vehicle replacement & returns.
Perform other duties as assigned by the Controller and assist other departments when necessary.

Requirements:

In Office Position
1-3 years of related experience in Office Administration.
College degree or equivalent work experience Proficient in Microsoft Office applications (word, power point, excel)

We Offer:

Competitive Pay

We value diversity in the workforce and encourage all qualified candidates to apply. Disability related accommodation during the recruitment process is available upon request. We appreciate all responses and advise that only those candidates selected for an interview will be contacted.

Job Type: Part-time

Flexible language requirement:

French not required

Schedule:

Monday to Friday

Experience:

Office Admin: 2 years (preferred)

Work Location: In person

Hobart Canada

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