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Receptionist / Administrative Assistant
Staff Systems is recruiting for a Receptionist / Administrative Assistant for our client, located in Downtown Vancouver.
As the Receptionist / Administrative Assistant you will be the first point of contact for contractors, visitors and staff from outside the company, and provide administrative support to the staff, including management and executive staff. This position handles matters that require a high degree of professionalism, judgment and discretion.
KEY RESPONSIBILITIES AND ACCOUNTABILITIES
Receive visitors to office and provide directions as appropriate
Respond to general office inquiries by phone, e-mail, or in person and re-direct to appropriate department or individual
Retrieve, sort and distribute daily mail and courier deliveries, and arrange courier pickups
Coordinate calendar and resource availability requests
Maintain and update electronic calendars for Executives and schedule meetings as required
Book air travel and hotel accommodations
Prepare correspondence, reports, and presentations for meetings as requested
Perform other clerical duties including creating, filing, copying and scanning of documentation
QUALIFICATIONS
Education and Experience:
Minimum of 3 years’ experience in a similar position
Experience handling issues with professionalism, tact, and diplomacy
Knowledge, Skills and Abilities:
Strong communication skills with the ability to maintain a high degree of confidentiality, tact and good judgment;
Excellent interpersonal skills with a service quality focus
Able to work as part of a highly motivated and adaptable team in a high-pressure work environment
Intermediate or advanced proficiency with Microsoft Office Suite of programs (Microsoft Excel, PowerPoint, and Word)
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills with strong command of the English language
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Financial Accountant
Richmond
Our client, an extraordinary IT company established in the Vancouver area over 20 years ago is seeking a designated financial accountant to accommodate an overload situation within the finance arena. You will be responsible for providing financial and reporting & modelling for the various business units. You will analyse profitability and assist the units to better understand and identify potential risks and opportunities. You will also collaborate with the units to develop the annual budget, quarterly reports & other ongoing operations reports. The expectation would be that you will maintain and develop an environment of continuous improvement to increase efficiency and strengthen controls within the business units.
Along with a designation, at least 5 years of analytical accounting experience is required. It is also mandatory to have advanced MS office. A proven ability to prioritize multiple projects, to work with a high standard of accuracy and excellent communication skills will be required for this outstanding opportunity.
If interested please send your resume to [email protected]
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Administrative Assistant (1 year contract)
Staff Systems is recruiting for an Administrative Assistant for a 12 month contract for a highly successful global company located Downtown Vancouver. The successful candidate will be self-motivated and independent with a strong customer service focus. They will be very comfortable working in global virtual teams using collaboration tools. A willingness to be flexible and the ability to manage priorities is a must. This role requires a motivated and high energy individual with a passion for learning and technology.
Position Responsibilities
Calendar management, maintaining accurate records of department meetings and communications.
Makes all necessary meetings arrangements (sends out meeting invites, room bookings, catering, prepare agendas, take minutes & distribute).
Responsible for processing invoices, generating purchase orders, expense claims, and assisting with the annual budget preparation and monthly account reconciliation.
Maintains vacation and other leave tracking.
Coordinates department activities such as travel arrangements for Management, coordinate team functions, on board new employees, schedules Global meetings with regions.
Responsible for the coordination of scheduling monthly calls using Skype; coordinates agendas; provides pre-reading materials; coordinates all face-to-face meeting details and logistics.
Position Qualifications
Diploma, certificate, or coursework in administration, time management, customer service
Courses on MS Office products, email systems, website administration
Intermediate to Advanced level user of the MS Office suite, especially Excel (MS Word/Excel/Power Point)
5+ years’ experience at a senior administrator level
Solid communication and interpersonal skills, with enthusiasm and flare for multimedia and video
Excellent administrative and organizational skills
Effective problem-solving skills
Conceptual skills to analyze situations and problems to find viable, timely solutions
Ability to learn new computer systems quickly
If interested please send your resume to [email protected]
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Administrative Assistant
Vancouver
Staff Systems is currently recruiting for professional experienced Administrative Assistant to work for our client a global engineering company located in Vancouver. The perfect candidate will be have commitment to technical excellence.
Duties will involve:
Handle all travel logistics: flight/hotel/rental car bookings, visa applications, trip related vaccinations, expense reports, conference registrations, etc.
Assist in regulatory filings, share transactions, dividend distributions, legal compliance, etc.
Post and maintain contents of the Corporate Group on Intranet
Handle corporate memberships, subscriptions, sponsorships, hotel corporate rates, etc.
Process and reconcile expenses charged to Corporate’s credit card
Administer timesheets for the Corporate Group
Type, edit/proof letters, memos, reports and other documents as required
Work with other Administrative Assistants to provide administrative support
Perform other duties as required
Qualifications:
Must have at least 2-5 years administrative experience
Self-starter who takes pride in a job well done
Organization skills from planning to execution and completion with meticulous records
Excellent verbal and written English communication skills strong Word, Excel, PowerPoint and Adobe Acrobat skills
Positive attitude and friendly personality with the ability to work well with others as well as independently
Effective time management skills and the ability to prioritize conflicting priorities and manage work load to meet deadlines
Discretion in handling confidential and sensitive information when dealing with senior management.
High degree of attention to detail and ability to proof documents to catch inconsistencies
Typing speed of 60 wpm
If interested please submit your resume to [email protected]
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Business Analysis
18-month contract
Our client, an extraordinary global technology company, is seeking a business analyst to manage and monitor customer related data. It is the responsibility of the person in this role to amalgamate all of the pertinent information.
This will include:
Data management
Stage consistency
Analyzing reports using CRM
Strong Microsoft Access and Database Management is mandatory. An in depth knowledge of sales force is an asset.
For consideration, please email your resume to [email protected].
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Payroll & Benefits Administrator
Our client a leader in the Retail industry, is seeking a Payroll & Benefits Administrator to join their team on a temporary contract. In this role you will report to the HR Director, the Payroll & Benefits Administrator is responsible for processing company semi-monthly payroll, monthly commission payroll and full benefits administration. This includes the timely and accurate reporting and processing of payroll data for employees (hourly/salary) in both Canada and the U.S, in compliance with federal and state/provincial regulations. This position supports the HR Director in the areas of employee administration, policy development as it pertains to Payroll & Benefits. Strong interpersonal and communication skills are key components of this position.
Responsibilities include:
• Process both U.S and Canadian payrolls; including new hires, terminations, salary changes and the calculation of all necessary earnings, retroactive adjustments, garnishments and deductions for approval by HR Director
• Support the HR function by tracking and recording all absences, vacation and leave periods through WorkForce Now & Gusto
• Prepare various payroll reports following each pay-period including preparation of T4’s, ROE’s, W2 & 1099s as required
• End to end administration of company health and welfare plans; ensuring accuracy and timely data entry of changes regarding eligibility, enrollment, termination and rate changes
• Review and audit monthly bills; resolve any premium discrepancies immediately with benefits provider, payroll and the Company
• Ensure compliance with all Federal & State legislation as it pertains to 401K including the completion of ADP & ACP Test
• Create both new hire and exit packages as required
• Update and maintain HR information as necessary e.g. departmental changes, compensation changes, contact information on headcounts and WorkForce Now
• Filing and maintenance of all HR files (paper & electronic)
• Assist and support HR Director with the day-to-day efficient operation of the HR office
• Schedule and arrange building maintenance as required
Required Qualifications
• 3-5 years of applicable payroll & benefits experience; WorkForce Now experience preferred
• PCP designation considered an asset
• Possess a thorough understanding of the importance of confidentiality and non-disclosure
• Comprehensive knowledge of Canadian & US payroll regulations
• Excellent problem solving and analytical skills
• Meticulous attention to detail
• Must be a self-starter and able to accomplish expected tasks in an accurate and timely fashion
• Strong time management and organizational skills
• Commitment to process improvement by identifying gaps and presenting solutions
• Experience with US benefits plans & 401k considered strong assets
If interested please send your resume to [email protected]
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Customer Service Representative
Our client, a high profile Retailer is seeking a Customer Service Representative to work in their head office located in Vancouver. This role will last for around 2 months.
Responsibilities will include:
Responding to customer questions via email / phone
Respond to customer complaints via phone / email
Follow up on deliver disputes etc.
To be considered for this role, you need to have a fun, outgoing personality that enjoys forming relationships with customers. Previous Customer Service experience is essential. If interested and available to start ASAP please send your resume to [email protected]
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Administrative Assistant
(Langley)
Staff Systems is recruiting for a temporary Administrative Assistant for an Accountancy firm located in Langley to join their team for busy tax season for a one month contract starting start of April.
To be considered for this role you must be hardworking and energetic. This is an excellent opportunity for a ‘go getter’ with a great attitude who wants to develop their administrative skill set in a professional environment.
THE OPPORTUNITY
As part of the Administrative Services Team you will be responsible for providing clerical, secretarial and administrative support to the firm.
RESPONSIBILITIES
• Provide general administrative support – switchboard relief, daily mail and bank runs, opening and distributing mail, photocopying, scanning, faxing, scheduling and organizing meetings and boardroom set-up
• Maintenance and upkeep of paper and electronic files
• Use Microsoft Office to prepare documents, including spreadsheets, letters and presentations
• Back-up assistance to other support team members as needed
• Assist with assembly of T1 packages during tax season
• Interact with clients on confidential matters
REQUIREMENTS
• 1 to 3 years of experience in an office environment
• Previous experience in public practice would be an asset
• Proficient in Outlook, MS Word and Excel preferred
• Professional and personal demeanor
• Excellent client service and interpersonal skills
• Self-motivated team player, willing to take initiative and eager to learn
• Excellent written and verbal communications skills
• Willing to be flexible and available for overtime as needed
If interested please send your resume to [email protected]
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