MCO Recruiting
MCO Consultants Inc. is a HR Consulting and Recruiting firm based in Saint John, New Brunswick, Canada, dedicated to providing culturally intelligent HR and Recruitment services to small to medium sized businesses in Canada with a focus on Atlantic Canada and the Maritimes.
Job purpose
Administrative officers manage and oversee a variety of administrative tasks, coordinate office operations, and support teams and daily operations to ensure efficient and smooth-running business processes. They bring strong organizational and communication skills, as well as the ability to handle confidential information with discretion. The Administrative Officer interacts with multiple departments, handle sensitive information, and provide exceptional organizational support.
Duties and responsibilities
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Administrative Support and Office Management
- Organize and manage office operations and procedures to ensure efficiency and productivity.
- Maintain and update filing systems, both electronic and physical, ensuring document accuracy and confidentiality.
- Oversee inventory and procurement of office supplies, and coordinate with vendors and service providers.
- Develop, implement, and monitor administrative systems, policies, and procedures, suggesting improvements as needed.
Record-Keeping and Data Management
- Prepare, organize, and manage reports, documentation, and correspondence on behalf of the organization.
- Ensure accurate data entry, maintenance, and retrieval of records for departments, managing sensitive information securely.
- Assist in generating monthly, quarterly, and annual reports, compiling data as required by management.
Scheduling and Coordination
- Coordinate and schedule meetings, appointments, and travel arrangements for team members and executives.
- Organize company events, meetings, and other functions, including logistics and communication.
- Serve as a liaison between departments to ensure smooth communication and workflow.
Financial and Budget Assistance
- Assist in budget preparation, expense tracking, and financial reporting for department heads.
- Process invoices, monitor accounts payable and receivable, and coordinate with the finance department on financial records.
- Support payroll administration by maintaining accurate employee records and coordinating with HR on timesheet submissions.
Customer Service and Communication
- Provide front-line support by answering phone calls, emails, and greeting visitors in a courteous and professional manner.
- Respond to inquiries from employees, clients, and external contacts, providing information or redirecting as appropriate.
- Assist with onboarding of new employees, preparing orientation materials and helping with administrative onboarding tasks.
Qualifications
- Bachelor’s degree or diploma in business administration, office management, or a related field.
- Previous experience in an administrative or office management role preferred.
- Strong proficiency in MS Office Suite (Word, Excel, Outlook) and standard office equipment.
- Demonstrated ability to handle confidential information and use discretion.
- Knowledge of bookkeeping or financial management basics is an asset.
- Excellent organizational skills, with a strong attention to detail and problem-solving abilities.
- Ability to work independently and as part of a team.
- Availability to work standard business hours with occasional flexibility as required.
Competency and Skill Requirements
- Organizational Skills – Highly organized, with the ability to multitask, prioritize tasks effectively, and manage time efficiently to handle varied responsibilities.
- Communication – Excellent verbal and written communication skills, with the ability to interact professionally with clients, vendors, and staff.
- Attention to Detail – Strong detail orientation to ensure accuracy in data entry, document preparation, and filing. Ensures accuracy in all documentation, records, and administrative work.
- Problem-Solving Abilities – Proactive approach to identifying administrative issues promptly, troubleshooting problems, and finding effective solutions in a timely manner.
- Technical Proficiency – Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and basic familiarity with accounting software or CRM systems. Able to quickly learn new software or systems.
- Customer Service Orientation – Professional and friendly, with a focus on providing efficient support to team members and clients.
Working conditions / Physical requirements
- Physical Environment:
- Primarily office-based, with occasional movement around the office to liaise with departments, manage supplies, or support events.
- Prolonged periods of sitting at a desk using a computer, phone, and other office equipment.
- Work Schedule:
- Occasional evening or weekend work may be required for events or special projects.
- Some flexibility may be needed to meet tight deadlines or adapt to changing priorities.
- Interaction and Collaboration:
- Frequent interaction with colleagues, vendors, and clients, requiring strong communication and interpersonal skills.
- Must manage interruptions gracefully while remaining focused on tasks and project deadlines.
- Stress Levels:
- May experience moderate stress during busy periods or while handling multiple tasks simultaneously.
- Ability to handle routine tasks efficiently and address any unexpected administrative issues promptly is essential.
- Noise Levels:
- Moderate office noise level, with occasional background sounds from phones, printers, and office equipment.
- Dress Code:
- Typically business casual, though company policy may vary. A professional appearance is essential for interactions with visitors and clients.
To apply for this job email your details to recruiting@mcorecruiting.ca