Administrative Assistant (Toronto)

Axiell is the world’s largest vendor of museum management software, serving over 3,000 customers in over 30 countries. With offices in the UK, Europe, Middle East, North America, and Australia, we deliver powerful software solutions to natural history museums, cultural history museums, art museums, herbaria, botanic gardens, archives, and libraries across the world. We are considered leaders in our field with our technology used by many of the largest and most well recognized museums and institutions in the world.

We are looking for an Administrative Assistant with at least 2 years relevant experience to join our Administration team. You will play a pivotal role in supporting the business by performing administrative and financial duties based from our North American headquarters in downtown Toronto.

Reporting to the VP of Operations (ALM), you will ensure the smooth operation of our business operations in Canada and the USA by providing day-to-day clerical support to our team including answering telephones, ensuring filing and record keeping systems are maintained, scheduling meetings, handling customer inquiries, and other general office management tasks. You will also be responsible for several financial duties such as preparing bills and invoices, processing accounts receivable and payable, and assisting with payroll and other financial items as required.

We’re looking for someone who can pro-actively identify issues and take ownership over resolving problems as they occur and work with multiple stakeholders including other staff, senior managers, other administrative team members including Finance and HR, and external stakeholders such as clients and vendors.

To qualify for this role, you will need…

Must-Have Qualifications:

  • Invoicing / Billing experience

  • Accounts Receivable processing

  • Accounts Payable processing

  • Strong customer service skills

  • Intermediate, or higher, MS Excel skills

Nice-to-Have Qualifications:

  • A degree or diploma in business/office administration or another relevant subject

  • At least 2 years business administration experience in Canada. Any payroll or tax experience in the USA is also an asset.

  • Advanced computer skills, especially with the MS Office suite of products (MS Word, MS Excel, MS Outlook)

  • Experience using any financial software packages such as Sage, Xero, or Quickbooks

  • Experience with CRM software

  • Able to manage your own workload and work to strict deadlines

  • Strong organization, planning, and prioritising skills are a must

  • Ability to multi-task in a fast-paced environment

  • Excellent written and verbal communication skills (English, French or Spanish also considered assets)

  • An interest in museum’s or other cultural institutions

As part of this role, you will:

  • Perform clerical, administrative, and secretarial responsibilities and tasks

  • Answering phones, faxing and photocopying.

  • Design and implement filing systems, while also ensure filing systems are maintained and current.

  • Ensure security, integrity and confidentiality of data.

  • Monitor and maintain office supplies inventory.

  • Handle customer inquiries and complaints.

  • Process accounts receivable and payable in compliance with financial policies and procedures, including generating status reports.

  • Prepare bills, invoices, and bank deposits.

  • Facilitate payment of invoices due by sending bill reminders and contacting clients.

  • Sort and distribute incoming mail.

  • Respond to all vendor inquiries as required

  • Reconcile vendor statements, research, and correct discrepancies.

  • Assist in month end closing in financial systems.

  • Provide HR support and assistance on various HR related matters including recruitment, onboarding, offboarding, payroll and benefits administration, etc.

  • Ensure tax and legal compliance in various Canadians and USA jurisdictions.

This is an excellent opportunity for any motivated individual looking for a career with a global software and services company offering excellent career progression and a unique and fun work environment. Axiell also offers employees the option of a hybrid / flexible work schedule. Please note that all job offers will be subject to completion of satisfactory background checks which includes references, criminal, and credit.

Don’t meet every single requirement? At Axiell, we are dedicated to building a diverse and inclusive workplace and are committed to the principles of employment equity. If you’re excited about this role but your past experience doesn’t align perfectly with every qualification, we encourage you to apply anyways and tell us why you are the perfect candidate we’re looking for!

To apply, please send us your up-to-date resume and covering letter explaining why you are interested in the position, how you are uniquely qualified for the role, and your salary expectations.

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