Job summary

Work environment

Description

 

 

ADMINISTRATIVE ASSISTANT - CHAMBLY, QUEBEC

 

KTM North America - a subsidiary of KTM, a global leader in the off-road motorcycle competition segment and developer and producer of street as well as off-road motorcycles - has an exciting opportunity for a ADMINISTRATIVE ASSISTANT located in CHAMBLY, QUEBEC.  

 

SUMMARY

Under general supervision, the Administrative Assistant provides administrative and clerical support to all departments in the Canada office. Acts as point of contact and liaison between the US and Canada regarding administrative tasks and day to day operations.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

 

Provides general administrative support to various team members in a busy office environment. Handles basic office operations and administrative duties while identifying process improvement and cost savings opportunities.

 

Ensures office operations run smoothly by coordinating various administrative tasks/projects and expediting work results through diligent follow through.

 

Sorts and distributes incoming/outgoing mail on a daily basis and handles overnight shipments, as required.

 

Greets visitors, answers calls, and routes them to appropriate contacts.

 

Coordinates and arranges domestic and international travel for staff members, as needed.

 

Schedules meetings for staff members and may prepare related meeting materials (Word, PPT, Excel), as needed.

 

Prepares purchase orders and invoices/check requests for processing to the Corporate Accounts Payable department in the US office. May provide other support related to accounting or finance tasks, as needed, such as assisting in maintaining the office budget by recording, tracking and processing office expenses.

 

Maintains office supplies and equipment by monitoring inventory and placing orders.

 

Manages all recordkeeping and filing, including hard copies and electronic documents.

 

Acts as point of contact with governmental agencies.

 

Ensures proper French communications at all level to the Quebec market and assist in translation processes.

 

Manages all Canadian contracts, including real estate and vehicle leases, maintenance, security, racing, marketing, insurance, etc.

 

May run reports and compile information, as needed.

 

Partners with US Corporate IT department and/or other parties as needed for computer equipment issues, system access, phones, etc.

 

Assists US Corporate Human Resources team in various administrative tasks, such as collecting/distributing employee forms, following up with employees on pending benefits or other HR actions, manages time off calendar/tracking, other employee activities, etc.

 

Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner.

 

Under the direction of the US corporate office, communicates important information to dealers via dealer.net and email blasts.

 

Performs mass mailing for PG&A and marketing material by using the most cost effective shipping means

 

Performs other duties as assigned.

 

EXPERIENCE REQUIREMENTS: Generally requires a minimum of three to five (3-5) years of experience in an administrative role. Bilingual in English and French is required. Required proficiency in Microsoft Office Suite. Motorcycle, motorsports or outdoors industry experience preferred.

EDUCATION REQUIREMENTS:  High school diploma required.

 

OTHER SKILLS AND ABILITIES: Generally requires the ability to demonstrate the following:

 

Ability to maintain confidentiality at all times

High degree of tact and professionalism in interpersonal communications and teamwork with internal and/or external customers; pleasant, cordial, team player

Strong work ethic, productivity, efficiency and attendance

Adhere to all Company policies/procedures, safety regulations, local/state/ federal employment laws

Excellent organization and attention to detail

Strong time management skills

Multi-task in a fast-paced, deadline driven and constantly changing environment

Flexibility to switch gears with little notice

Prioritize workload, meet deadlines and understand when to escalate potential issues

Basic math skills

Internal and external customer focused

Analytical abilities

Self-motivated with ability to use own initiative

 

SUPERVISORY RESPONSIBILITIES:  None

 

CONTACTS:

Internal:  All Canadian staff in all departments, certain staff in US Corporate office such as Accounting Finance, IT, HR, Sales, Marketing, etc.

External: Dealers, office visitors, customers

 

JUDGEMENT/REASONING ABILITY:  Ability to recognize discrepancies and resolve problems quickly using sound judgment, poise and diplomacy.  Requires ability to use judgment and reasoning skills, and determine when issues need to be escalated.

 

PHYSICAL DEMANDS:  The following physical demands are generally representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to allow differently-abled individuals to perform the essential functions of the job. While performing the duties of this job, the employee is regularly required to see, talk, hear and speak; sit, stand and walk; use manual dexterity in hands and fingers; reach with hands and arms; kneel, bend and stoop; and. 

 

Ability to lift, move, carry up to 35 pounds

<5% daily

Able to sit at a desk and use/view computer

90% daily

Able to talk, hear and speak into a telephone

60% daily

Able to stand, walk, bend, stoop, twist, squat

20% daily

WORK ENVIRONMENT:  In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to allow differently-abled individuals to perform the essential functions of the job within the environment.

Noise in the work environment is generally considered low to moderate. 

Fast-paced environment with multi-level distractions

Professional, yet casual office work environment

Ability to work extended hours as required

Ability to travel if needed; travel is minimal up to approximately 15% in this position.  

 

Required Pre-Hire Screenings:

Criminal - Felony and Misdemeanor 7 Years

National Criminal Data Base 7 Years

Driving Record

 

Successful candidates will be required to pass a post offer, pre-employment drug screen and background check.

 

APPLY ONLINE AT:

http://careers2.hiredesk.net/Welcome/?Comp=KTM&TP_ID=1&JB_ID=&LAN=en-US

 

LOCAL CANDIDATES ONLY.

 

NO PHONE CALLS, FAXES OR DROP-INS.

 

RATE OF PAY IS BASED UPON EXPERIENCE.  

 

Requirements

Level of education

High school

Diploma

undetermined

Work experience (years)

undetermined

Written languages

Fr : Advanced
En : Advanced

Spoken languages

Fr : Advanced
En : Advanced

Benefits

  • Cafeteria
  • Cafeteria

  • Coffee
  • Coffee

  • Company discounts
  • Company discounts

  • Dental insurance
  • Dental insurance

  • Flexible hours
  • Flexible hours

  • Long-term disability insurance
  • Long-term disability insurance

  • On-going training
  • On-going training

  • Recognition program
  • Recognition program

  • Registered retirement savings plan
  • Registered retirement savings plan

  • Social activities organized by the company
  • Social activities organized by the company

Equal Opportunity Employer

This employer is an equal opportunity employer committed to diversity and inclusion. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veterans status, Aboriginal/Native American status or any other legally-protected factors. Disability-related accommodations are available on request for candidates taking part in all aspects of the selection process.