Under the direction of the Zone Sales Leader (ZSL), the Administrative Assistant will be responsible for the administration of a range of business programs and reports principally for the ZSL but also for the members of and customers of the sales team.
This would include, but is not limited to, maintenance and updating all files and records pertaining to : payroll and employee programs, business and expense reviews, etc.
Key Accountabilities :
Process payroll on a weekly basis, ensuring that all the required information is gathered from the field on a timely basis;
Maintain all aspects of all payroll filing systems;
Assist with the Annual Sales Performance Award (SPA) by compiling accurate employee list spreadsheet to determine bonus payments;
Inform the payroll department of changes in employee personal information, position, etc.
Process benefits enrollment / changes for the field, ensuring that applications are sent to appropriate departments in a timely manner;
Assist in the administration of Short Term / Long Term Disability Claims;
Manage Zone accounts payable using the purchase card and reconciling this on a monthly basis;
Assist in the control of zone expenses (track charges to each cost centers);
Annually ensure that all expense accruals are completed;
Ordering / Maintaining Supplies
Annually meet with Marks Work Warehouse to produce employee uniform order voucher;
Co-ordinate gathering of uniform orders;
Maintain employee files;
Generate, maintain and follow up on hiring paperwork and issue new hire orientation;
Processing performance management letters and maintain files;
Schedule and maintain calendar of appointments, meetings and travel itineraries for the Zone Sales Leader;
Reception / telephone duties;
Distributes office communications;
Support / research and respond to question from employees;
Special Event Co-ordination
Assist with the co-ordination of Senior Leader meetings or tours;
Assist with all aspects of the Period Zone Business Meetings;
Assist in the co-ordination of Zone special events such as : Chip In, Christmas Parties, etc.
SAP / Kronos responsibilities
Maintain merchandiser hours;
Entering vacation and sick days;
Processing new hires.
Qualifications / Requirements
More than 2 years of experience in administration;
SAP and Kronos knowledge is considered a significant asset;
Excellent data entry skills;
Ability work in a team environment;
Ability to work under pressure and meet deadlines.