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Office Administrative Assistant

Location:
Toronto, Ontario, Canada
Posted:
December 31, 2017

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JULIE MASSE

Email : ac3u77@r.postjobfree.com East York Toronto, ON M4H 1J2 LinkedIn URL: www.linkedin.com/in/julie-masse-2306a047

Career Summary Fluent in English and French (speak, read and write)

Seeking a Permanent position within this establishment as an Administrative Assistant

Relevant Skills:

DATA COMPUTER SOFTWARE KNOWLEDGE/OTHER OFFICE EQUIPMENT

Database Programs: Oracle Purchase Orders and Oracle PO Loader, Impact, CMD, STARS

Record Management System: iRIMS (Record Management), RDIMS (Records Documents and Information Management System),

Other Systems: RealSuite - Optimizes Client Integration, BasWare Invoice Processing, Peoplesoft, Simply Accounting software, Canada Post online and software EST Desktop. Online requests Purolator Courier

MS Office knowledge: Windows 7, 8, and 10, Intermediate MS Office 2013 including Word, Access, PowerPoint and Publisher, Skype for Business

Email Programs: Outlook, Lotus Notes, Novell Groupwise.

Operating Office equipment: video conference, photocopiers, faxes, scanning and teleconferences, Cisco Office Telephone

CLERICAL DUTIES:

ADMINISTRATIVE PROFESSIONAL SKILLS

Prioritizing time management with thorough planning by listing the task by meeting the deadline at a timely manner

Corresponded in both English and French languages

Self-efficient with the off-site supervision and full supervision Supervisor.

As a joyful, pleasant team player, I interact very well with others or self-efficient on working on my own as well.

Effective communication by informing and questioning on the subject by finding a balance on understanding the situation

Administrative/Mailroom Clerk

regular mail and packaging/courier with Purolator, Canada Post EST online, UPS and FedEX.

Scheduling Meeting in boardrooms for Executives

Sorting incoming mail, distributing mail through inter-office envelopes

Approving Access cards for company employees

Clean boardrooms after a meeting

Ordering supplies for executives

Order catering for the boardrooms

Answering and transferring phone calls from various types of switchboards (3 to 10 lines)

Data Entry Clerk

Modifying MS Excel spreadsheet in numerous occasions as per the IT Admin.

Accurately entering personal data

Keeping track of it in MS Excel spreadsheet forms for each of the individual assessments

Record Management/File Clerk

Re-aligning files in different boxes

Archiving document files and updating electronic files.

Impact software database. Create spreadsheets for older records, convert to PDF FILES

Archiving and sorting Assessment forms with vouchers, by date and voucher number.

Filing, labeling and creating folders.

PO Administrative Procurement Coordinator

Processing, creating and printing Purchase Orders for Requisition using Oracle Database, Uploading Purchase Orders and Work Orders in Oracle PO Loader. Searching Work Orders for Service Request.

Updating Fleet Inventory and Report Management files (Acquisitions, Vehicle compliance Auditing), Printing Daily registries for the outfield inspectors weekly, Coping, Scanning and filing travelling expenses document for Finance and ATIP to audit

Posting daily agenda to the boardroom,

Printing Device Certificates and any complaints made from clients sent to a special inbox for to send to Winnipeg

Temporary Employment History:

Executive Receptionist – Hydro One on Behalf of BGIS (Dec.14 2017– Present until Jan. 5, 2018)

Sorting incoming mail, distributing mail through inter-office envelopes

Approving Access cards for company employees

Answering phones, responding to the needs of the individual, gathering information from the calls then transmit to the Executives Administrative Assistants (Cisco)

PO Admin. Procurement Coordinator- BGIS Global Integrated Solutions (Apr 2017 – December 7, 2017) – Markham

This is a temp position for BGIS Global Integrated Solution. Working in with different internal Corporate Teams - Sourcing Strategies Team, BMO Team, BC Hydro Team communicating via Skype for Business and emails in the Western Provinces (BC and AB)

Processing, creating and printing Purchase Orders for Requisition using Oracle Database for potential Suppliers and Vendors and Uploading Purchase Orders and Work Orders in Oracle PO Loader. Searching Work Orders for Service Request (when repairs, people moves and furniture reconfiguration is needed) and updating using RealSuite - Optimizes Client Integration.

Corresponding with the suppliers as well as vendors in both English and French languages by sending the Purchase Orders by email with Outlook 2013 for approvals.

Admin Oracle/Scanning Invoices - TD-BGIS Global Integrated Solutions – (Mar 2017) – Toronto

A two-week temporary position.

Searching invoices from BasWare Invoice Processing,

Update invoices in the spreadsheet.

Printing updated invoices to PDF file.

Communicating in Skype for Business to the Supervisor in the United States.

Administrative Clerical – National Energy Board (Documentation Records Clerk)

October – November 2015/ November 2016 - January 2017 – Calgary

Coping, Scanning and Filing Travel expenses document for Finance and ATIP to audit.

Copying Documents for the Finance Department (National Energy Board), some filing,

National Energy board was moving office – going through all the documents including archiving and boxing old documents for destroying and sent to storage with Recall, retrieved incoming mail for contracts.

Admin Mail room – Industry Canada - December 2015 / Administrative Support – Measurement Canada - August 15 to August 26, 2016 - Calgary

Incoming/outgoing mail, packaging for Purolator, answering phones, receiving emails from clients, and inspectors daily.

Updating electronic information in to STARS database.

Printing Daily registries for the outfield inspectors weekly.

Printing Device Certificates and any complaints made from clients sent to a special inbox for to send to Winnipeg

Posting the daily agenda to the boardroom,

Record Management - Office of the Superintendent of Bankruptcy Canada

February 2016 – April 2016 - Calgary, AB

Archiving paper files and updating electronic files in Impact Database.

Create a spreadsheet for older records.

Outgoing regular mail and courier with Purolator.

Answering phones, filing, processing incoming mail and outgoing mail.

Clean-up of old documents to make room for new open files the receive every day in the file room.

Managing and archiving old records going back of 7 years old to be destroyed or sent to storage with Iron Mountain.

Entering the old files to a spreadsheet, as well as doing the mail (incoming and outgoing).

Data Entry Finance Admin - Canada Red Cross – May to July 2016 – Calgary

Fort McMurray Alberta Wildfire Help Team

Modifying MS Excel spreadsheet in numerous occasions as per the IT Admin. Accurately entering personal data and keeping track of it in MS Excel spreadsheet forms for each of the individual assessments

Sr Administrative Service – Canadian Food Inspection Agency - January 2015- July 2015

Helping out on the Fleet HelpDesk.

Answering/transferring phone calls and responding to emails from the field in different regions throughout Canada mostly Ontario and Atlantic regions.

Updating Fleet Inventory and Report Management files (Acquisitions, Vehicle compliance Auditing), Printing Daily registries for the outfield inspectors weekly, Coping, Scanning and filing travelling expenses document for Finance and ATIP to audit

Managing tasks at the Vehicle Fleet Help Desk.

Receiving emails from clients, and inspectors daily, Responding to emails from the field in different regions throughout Canada mostly Ontario and Atlantic regions.

Shipping out packages using Canada Post EST online.

Administrative Support Mailroom - Parks Canada Agency–September 2013 - October 2014

Track and register security access cards and keys, and taking individuals photo for the ID photo cards. WCB electronic filing Occupational Health and Safety Committee secretariat support, scanning from the original documents and converting as PDF file. Transferred file for WCB folder.

Meeting deadlines within an environment of changing demands and conflicting priorities;

Stamping and sorting Incoming/outgoing mail, regular mail and packaging/courier with Purolator, Canada Post EST online, UPS and FedEX.

Ability to lift, handle packages and cartons weighing 30 kg and more on an intermittent basis throughout the work day.

Facilities management, provision of office supplies, courier and mail administration and records management.

Education

ICS Learning System Correspondence (ICS Canada is accredited by the Accrediting Commission of the Distance Education and Training Council (DETC). Administrative Assistant - Diploma April 1, 2014 – October 9, 2015. All Admin Office Procedures from MS Office and Windows, Filing, Record Management, meetings, Communication skills, Business Writing and Math procedures, Office Finances and Management.

Direct Education Correspondence-Bookkeeping – Diploma July 2002 – June 2005

Columbia College (financed by the Province of Alberta) - Calgary AB

Office Career Program – Diploma January to April 1999

ICS Learning System Diploma, PC Specialist Correspondence October 1996 – August 1999



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