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.
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
Self-motivated with ability to use own initiative
SUPERVISORY RESPONSIBILITIES: None
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
Able to sit at a desk and use/view computer
Able to talk, hear and speak into a telephone
Able to stand, walk, bend, stoop, twist, squat
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
Successful candidates will be required to pass a post offer, pre-employment drug screen and background check.
APPLY ONLINE AT:
LOCAL CANDIDATES ONLY.
NO PHONE CALLS, FAXES OR DROP-INS.
RATE OF PAY IS BASED UPON EXPERIENCE.
Level of education
Work experience (years)
Fr : Advanced
En : Advanced
Fr : Advanced
En : Advanced
- Company discounts
- Dental insurance
- Flexible hours
- Long-term disability insurance
Long-term disability insurance
- On-going training
- Recognition program
- Registered retirement savings plan
Registered retirement savings plan
- Social activities organized by the company
Social activities organized by the company
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.
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