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Administrative Assistants in Toronto at Procom

Date Posted: 5/11/2018

Job Snapshot

Job Description

Job ID: 253722

Administrative Assistants

On behalf of our client in the Consulting Sector, PROCOM is looking for 2 Administrative Assistants to support a variety of tasks.

Administrative Assistants - Job Description

Contribute, support and implement national strategies, policies and procedures as directed

  • Function as a primary point of contact in the resolution, escalation or re-routing to the appropriate group who can address the inquiry or issue.
  • Collaborate with key stakeholders to support the business objective of the local office and/or LOS (Line of Service)
  • Listen closely to the caller/client and use appropriate questions to draw out the issue to provide accurate, practical assistance.
  • A Client service focus in dealing with both external and internal clients, displaying an image of professionalism, discretion integrity and tact.
  • Regularly and independently build on your knowledge base, analyzing the data and then, patiently transitioning that knowledge into distinctive service.
  • Take repetitive tasks and continue to provide disciplined thinking that is clear, rational, open-minded, informed and detail orientation to each and every task/request/question.
  • Quickly pick up and applying new data while grasping the nuances of a challenging situation and resolving issues
  • Meticulously and carefully, take a steady approach to each task or request, while being open to the changing needs of the situation to successfully accomplish the end goal

Internal Hoteling system - Training provided

  • Build/modify/update all workspaces/offices/common areas/staff profiles for all staff and offices across Canada within the Hoteling database.  Complete all moves/renovations/ new builds for all offices in Canada.
  • Answer the Hoteling Support line, while managing all other hoteling administrator tasks as required.
  • Identify and recognize glitches within the database and suggest work-arounds that ensure that end users have a seamless experience
  • Creating/modify spreadsheets use pivot tables and charts to analyze and determine trends, potential system issues and business needs.
  • Ability to actively and skillfully conceptualize, apply, analyze, synthesize, and evaluate information in routine tasks and not lose focus on the details, thus implementing critical thinking to provide distinctive customer service.

Meeting Room Bookings database - Training provided

  • Complete all moves/renovations/ new builds for all offices in Canada, building all Vendors, Services, Equipment and Meeting rooms. Manage all other Meet@PwC administrator tasks as required.
  • Responds to all issues sent to the National General in box.
  • Trouble shoot and test software upgrades
  • Identify and recognize glitches within the database and suggest work arounds that ensure that end users have a seamless experience
  • Creating/modify spreadsheets use pivot tables and charts to analyze and determine trends, potential system issues and business needs.
  • Recognize when settings are incorrect and are causing end user issues

National Phone book (Internal system) - Training provided

  • Update and build all profiles in the PwC Canada Phone Book.
  • Complete all update requests nationally within the required SLA
  • Maintain common numbers when provided in Frequently Called Number view
  • Update resident space assignments, after moves
  • Manage all other Phone book administrator maintenance tasks as required.

Switchboard (Cisco) - Training provided

  • Answer the main switchboard, as well as all Client Service calls and general mailbox issues, as well as route any 911 calls.
  • Implement work arounds when network issues limit connectivity and functionality of the system
  • Utilize multi systems, to stay current with 'the business' strategies
  • Stay current with new client acquisitions as well as new Bankruptcy, search and find the correct contact person or the process for creditors/former employees and clients to follow.

Reception - Training provided

  • Receive all clients, announcing them and directing them to where they should be.  Ensure that all clients are picked up.
  • Maintaining security by following procedures, signing in all visitors accurately into our internal, Visitor Records Management System.
  • Update and maintain the “internal client contact” list when staff change roles or the business makes adjustment.  Ensure that all contacts and categories are correct, relevant and up-to-date with the appropriate contacts for each specialization.

Administrative Assistants - Mandatory Skills

  • A High School Diploma
  • Intermediate proficiency in MS Word, Excel and Google
  • Effective listening skills; excellent oral, enunciation and written communication skills
  • Demonstrating productivity and a customer service mind set while working independently or as a contributing member of the team to handle complex tasks with minimal supervision.
  • Workflow and back-up support within the assigned team. Functioning as a backup for other team members and contribute to other teaming actives as directed.
  • Create a positive working atmosphere, supporting each other to combine individual strengths to enhance the team performance.
  • Ability to work on multiple projects simultaneously, problem solving and prioritizing multiple responsibilities as necessary to meet client deadlines.
  • Hours are 9:00am to 5:30pm
  • Ability to work overtime (minimal) as required without advanced notice (coverage of the 7:30 start time, or after 5:30) and 1 or 2 local Holidays for National coverage
  • Other duties as assigned
  • Previous experience in an office environment is required, preferably within a professional services firm.

Administrative Assistants- Assignment Start Date

ASAP - 6 months to start - contract to permanent

Administrative Assistants- Assignment Location

Downtown Toronto