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Administrative Assistant

Calgary, Alberta, Canada
January 09, 2018

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Sherry Kelly

*** ********* ***** **

Calgary, Alberta T2A 4B6

Phone: 403-***-****


Highlights of Qualifications

Several years Office Administration experience:

Receive mail, courier packages and faxes, distribute to department or personal

Coordinate travel arrangements, Calendar Management and logistical details

Own vehicle; have a valid driver’s license; run errands if required

Write letters, format memos, for electronic distribution

Cost efficient management; contact vendors with discrepancies and handle issues in a professional manner

Manage confidential information

Prepare and submit weekly/monthly sales reports to Senior Management

Maintain employee files and records, submit personal changes

Submit new hire packages

Sort and match invoices to purchase orders; code invoices and confirm accuracy; prepare expense reports

Submit payroll on spreadsheets and HR/payroll

Administered and maintained Accounts Payable/Receivable and collections on overdue accounts

Proven ability to respond to deadlines under minimum supervision; work well alone or in a team environment; willing to assist and cross train in other departments

Priority management and organization skills; communicate well when required

Highly motivated, reliable, mature and very outgoing with an enthusiastic personality

I complete tasks very quickly; strong attention to detail

Excellent computer skills: MSWord, Windows, MSWorks, Excel, SAP, Syteline, Access, Email, Internet, ASI, Act win, AS400, and the ability to operate a variety of office equipment

Data entry, phone orders and faxed orders, filing, create spreadsheets, daily bank deposits, create purchase orders;

Handle multi line phone systems, set up new employees in phone system; update phone lists and distribute

Professional, clear and pleasant telephone manner;

Maintain office supplies; inventory control;machine maintenance

Key contact for issues that require attention; I handle and resolve the issue

Attend safety meetings and confirm WCB paperwork is filled out accurate

Reproduced and administered the Service Award Program for Greyhound employees

Customer Service Experience

Inside Sales experience

Processing sales orders

Maintain customer files

Built relationships with customers

Prepare and provide quotes

Assist new home owners schedule tree planting; sod install

Ensuring exceptional quality customer service and follow up

Order and arrange delivery of material to job sites

Handled all customer service issues; complaints and questions; track/ trace

Responsible for ordering a variety of inventory, and creating purchase orders for companies from Canada, United State and Overseas.

Liaison to a million dollar account

Administered employee benefits through payroll system; bus passes; service awards

Promoted and represented company at Trade Shows

Work Experience

2008- 2017 Bailey Metal Products – Calgary, Alberta

Branch Administrator

2005-2008 Tech-Wood Building Components – Calgary, Alberta

Sales Administrator / Customer Support/Receptionist

2005-2009 The Studio School of Dance – Calgary, Alberta

Part-time (2nd job) Customer Service / Receptionist

2003-2005 Prestige Landscape and Construction - Calgary. Alberta

Office Administrator / Customer Service

2001-2003 Greyhound Canada Transportation Corp. - Calgary, Alberta

Regional Sales Coordinator Greyhound Courier Express

HR Department –Employee Benefits Administrator

Employee Bus Pass Administrator; Service Award Administrator

Occupational Health & Safety Coordinator

1992 - 2001 Dynamic Advertising Inc. - Calgary, Alberta

Office Manager/Office Administrator, Receptionist

1990 – 1992 Wood Gundy – Merrill Lynch – Calgary, Alberta

Wireroom Operator

Education: GED - Ernest Manning High School - Calgary, Alberta

Accounting and Administration

Accounting liaison between Corporate Head Office, Edmonton and Calgary divisions.

Create purchase orders.

Code and match A/P invoices and packing slips.

Enter and post all invoices.

Investigate and resolve billing discrepancies or misapplied cash transactions.

Post and reconcile payments to the A/R ledger.

Process and send out monthly statement.

Prepare and deposit daily A/R bank deposits and send wire deposits to other divisions.

Ensure strict confidentiality and privacy of financial records and employee information.

Communicate with the internal/external sales representatives and accounting staff.

Match sales orders that have shipped for invoice processing.

Post Goods issue sales orders for invoicing.

Process price adjustments, credits and RMA’s

Oversees and prepares the processing of invoices and credit notes and RMAs.

Prepare daily and weekly reports for Head Office.

Make collection calls to customers for payment of outstanding and late accounts.

Maintain petty cash.

Maintain invoice filing.

Coordinate month-end closing.

Book hotel rooms.

Process expenses.

Order and maintain levels for office supplies.

Provide back-up or relief for reception.

Administer and manage inbound/outbound mail, courier and LTL and Super-B.

Payroll Spreadsheet Submission.

Maintain a high level of confidentiality.

Vacation & sick day tracking.

Maintain Employee Files.

Attend Safety Meetings and take meeting minutes.

Refund and track employee safety boot purchases

Assist Edmonton office with A/R, collections, credits, RMA’s and collections.

Maintain/Update scrap sales spreadsheet for Head Office

Coordinate/arrange office luncheons and Christmas parties.

Office housekeeping; maintain a clean office environment.

Manage any issues or concerns with cleaning company.

Purchase items from vendors; minding pricing to keep costs down.

Respond to vendor queries for payment.

Resolve issues with telephone or photocopier.

Production and Inventory

Work with production staff to ensure accuracy of production reports.

Record production information; hours, raw materials and finished goods manufactured.

Verify entry and alert production staff of high variances.

Calculate finished goods manufactured and materials used in production.

Process inventory transactions i.e., receiving and issue inventory.

Create purchase orders for semi-finished and finished material.

Receive material; purchase orders in SAP.

Write off damaged material.

Enter weekly piece reports into SAP.

Manage issues with coveralls and water coolers warehouse.

Participate in inventory count.

Assist other divisions with production entry.


Maintain a high standard of professional knowledge, ethics and practices when dealing with customers, suppliers, peers, subordinates, supervisors and other key stakeholders of the company.

Conduct oneself in a professional manner that reflects integrity and respect towards customers, suppliers, peers, subordinates, supervisors and other key stakeholders of the company.

Understand and adhere to the company’s health and safety policies, programs and procedures by communicating and promoting health and safety awareness to all employees.

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