Job Description

The Admininistrative Specialist maintains the functions of the reception and the mailroom and serves as a point of contact to Facilities Services in areas of building management. Maintains/orders office and kitchen supplies etc. Assists with Month end tasks to ensure all deadlines are met. Handles support activities and requests while keeping up to date with policy and document retention time frames. Reports to the Manager Admin Services.

Key Job Responsibilities

Main Reception, Mail Management

• Acts as primary phone receptionist for inbound calls and inquiries to the Branch/Region and responds promptly to their needs.
• Pick up, sort, and distribute mail and small packages to each department.
• Maintain records on postage, registration of mail and packages.
• Prepare and process all office shipping including FedEx and UPS packages.
• Order packing supplies and maintain inventory of common packing supplies and boxes.
• Coordinate mass mailings, either singularly or between multiple departments, to arrive at an efficient and cost-effective solution for the departments and the company.
• Assist with procuring office and kitchen supplies.
• Maintenance and cleaning of coffee machines etc.
• Stocking and maintaining inventory levels of all office and kitchen supplies.
• Order and maintain stock of preprinted Encore stationary supplies.
• Order Company Clothing/SWAG/Business Cards

Office Management

• Maintain office equipment, change toner, perform some light repair, and call for repairs when needed.
• Assist with office moves and routine facility maintenance.
• Communicate and coordinate with building management regarding any repairs or work required in the Encore offices.
• Maintain and review schedules for pickups of document disposal containers.
• Assists with creating and updating Policies and Procedures and to keep our documentation (SOP’s) current.

Month End Management

• Assist with Month End ensuring Venues and Branches are meeting month end deadlines
• Venue reporting when needed
• Verification of commission amounts with venue when a venue reaches out to Encore with questions – assist with reconciliation of their account
• Assist with special projects as instructed.

Support

• Cell Phone Management
• Assist Management when needed
• General administrative support on an as-needed basis.
• Assist National Account Executives with RFP’s, collection of information etc.
• Update Compass for Tax Exemptions
• Back up for other departments to assist when needed, Billing, Accounts Payable, Accounts Receivable etc.
• Providing various documents to businesses and employee’s ie: Certificate of Insurance, WSIB etc.
• Update and distribute Certificate of Insurance documentation upon renewals
• Special Projects as assigned
• Booking of hotel rooms
• Booking of meeting rooms within our offices
• Coordinate office wellness activities
• Assist with internal celebrations, training, meetings etc.

Audit Support

• Provide support for audit related matters respond to inquiries and support documentation requests.

Job Qualifications

• High School Diploma
• 2+ Years experience
• Proficient in Windows and Microsoft Office Applications
• Strong background in communications and coordinating workflow
• Strong customer focus, organization and time management skills essential
• Ability to work independently, multi-task, work under pressure and adapt to sudden changes in the work environment essential
• Working knowledge of mail processes

Competency Group

Deliver World Class Service

• Hospitality
• Ownership

Do The Right Thing

• Instills Trust
• Safety Conscious

Drive Results

• Action Oriented

See The Big Picture

• Tech Savvy

Value People

• Communicates Effectively

Work Environment

Hourly Pay Range:22.00 - $27.00

The compensation offered for this role is determined based on the qualifications outlined in the job posting for the specified location. Final compensation is based on a number of factors including location, travel, relevant work experience, or particular skills and expertise. In addition, some positions may be eligible for other compensation such as potential overtime, bonuses or incentives.

For more information on our Competency Group, refer to the Competency Based Talent Management page on Encore Connect by searching for the title or copy & pasting this URL Link (https://psav.sharepoint.com/sites/HR/SitePages/Competency-Supported-Talent-Management.aspx).

We use artificial intelligence (AI) tools to help screen and/or assess applications for this role. These tools analyze information you provide (for example, your résumé or answers to questions using the chat to apply feature) to support our hiring team’s review. All hiring decisions include human judgment.

Office

Work is performed primarily in an office environment. Working times may include irregular hours and on-call status including days, evenings, weekends, and holidays. Team members must adhere to appearance guidelines as defined by Encore based in an office environment and when traveling, on an individual venue or a representation of venues in that city or area.

The above information on this description is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.