Administration

Administrative Assistant

Ottawa, ON   |   Part Time

Position: Administrative Assistant 

HoursPart-Time (20 hr/week) 

StartAugust 2020 

Compensation: $20-25/hour


About Us 

IC 360 Solutions is a company built from the ground up to provide the absolute best technology on the market to small and medium sized Canadian organizations. We aim to surprise and delight clients at every opportunity with great help, innovative solutions and positive attitudes. 

 

Responsibilities: 

 

Inside Sales Support and Opportunity Tracking 

  • Lead weekly calls to discuss current prospects 

  • Assist with proposal building and development, including formatting, some writing, and ensuring content aligns with client requests 

  • Coordinate meetings with prospects and staff 

  • Take notes during sales calls 

  • Track action items to keep opportunities moving forward 

 

File Management 

  • Lead the ongoing management of corporate information 

  • Tag documents with appropriate data 

  • Make recommendations to improve the current document process  

 

Helpdesk Ticket Triage 

  • Receive and triage customer calls and tickets 

  • Continuously manage open tickets and ensure the team is meeting its obligation to respond and close tickets 

  • Assist with identifying systemic issues 

  • Make recommendations on ticket-related workflows to maximize efficiency and client-experience 

 

Shared Inboxes 

  • Monitor and respond to issues received on shared inboxes, such as: 

  • Finance: Accounting questions 

  • Alerts: System alerts on client devices / outages 

  • Hello/Info: General inquiries and sales 

 

Recruitment Support 

  • Manage job descriptions 

  • Track and coordinate applicants 

  • Assist with initial screen of applicants 

  • Lead communications with applicants 

  • Contact references 

 

Human Resources Support 

  • Onboard employees 

  • Manage employee records in HR information system (currently Fresh Teams) 

  • Configure settings in HR information system to maximize efficiency and staff experience 

  • Coordinate with contractors on Upwork, as well as local freelance contractors 

 

Order Support 

  • Coordinate and track hardware and software orders to clients 

  • Follow-up with vendors as needed to ensure efficient delivery of products 

  • Keep clients informed of status/issues/delays 

  • Maintain purchase order system 

 

 

Qualifications: 

 

  • Fluent in English - Written and spoken 


Tools:

  • Microsoft Office 365 Apps 

  • BambooHR 

  • Fresh Teams 

  • Accelo 

  • LinkedIn 

  • Upwork 

 

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