Supreme Diesel requires an Administrative Assistant who will be required to perform an array of administrative duties including reconciling bank statements, taking minutes during meetings and scheduling appointments for all departmental managers. The Administrative Assistant is also accountable for drafting, reviewing and editing time-sensitive correspondence sent by the management team. Other duties relevant to the position, shall be assigned as required.

Summary

The Administrative Assistant will maintain a professional image and demeanour with all employees, management, executives and visitors at all times. Responsibilities include acknowledging and attending to customers and performing an array of administrative duties, including secretarial and receptionist duties. A key aspect of this role is maintaining office organization and supplies. The Administrative Assistant provides administrative assistance to the Office Manager as assigned.

Core Competencies

• Customer Focus
• Quality Orientation
• Time Management
• Problem-Solving
• Accountability and Dependability
• Decision-Making and Judgement
• Operating Equipment
• Ethics and Integrity
• Planning and Organizing
• Communication
• Energy and Stress
• Team Work

Job Duties

• Assist Administration Manager and Operations Manager with tasks assigned
• Maintain a high level of confidentiality in all interactions
• Receive calls and direct, take messages, and relay messages
• Must take detailed messages with full name, company, phone number, email address, Year, Make, Model and message.  Read back the phone number to ensure accuracy
• Greet each customer in a prompt, courteous manner, and let customers who are waiting, in line or on hold, know that they will be helped soon
• Provide general support to visitors
• Maintaining and cleaning product displays and supplies in the showroom & bathroom
• Courteously receive and screen all inbound calls, emails, deliveries, visitors and direct them accordingly
• Perform cashier duties.  Maintain cash register float, debit machine and collect payments
• Manage financing for customers
• Orchestrate liens on vehicles as required
• Maintain and input all customer information, as well as, vehicle data. Maintain all vendor and business contacts information.  Keep contact profile entries in a consistent format
• Review all invoices to ensure all documentation is attached before filing
• Perform filing daily.  Maintaining all files for accuracy, storage and organization
• Maintain and monitor all front counter organization and cleanliness
• Maintain office supplies and give supply request orders to Office Manager
• Maintain lists, logs, and binders of documents
• Provide administrative support in creating and maintaining documents, forms, etc for all departments
• Review and prepare all documents, reports and other correspondence materials for all departments. Distribute correspondence
• Coordinate office activities
• Assist with marketing tasks as required
• Give reminders of appointments for executive

Requirements

• Secondary School Diploma is required
• Business Administration degree or diploma required
• 5-7 years’ experience as an Administrative Assistant, or relevant role, considered an asset
• Ability to type (40) words per minute
• Proficient use of various office-based software including Microsoft Office 2007
• Willing to work in Sexsmith, Alberta

Work Conditions

• Busy office setting
• Manual dexterity is required to use desktop computers and peripherals
• Interacts with the public at large
• Taking minutes at meetings
• Sitting for long periods
• Repetitive work
• Overtime may be required

Our Values

Supreme Diesel started on a mission to serve others with our talent in mechanical repairs with the utmost integrity, quality and desire to assist the customer.  These are the key values that run through Supreme Diesel.  We fix what needs fixing, produce high-quality results, and we charge our customers fairly.  Supreme Diesel’s success is our teamwork.  We focus on functioning as a highly-efficient team that works well together to achieve our purpose; help our fellow man out of a tough spot by doing what we do best and providing the best, professional service we can be proud of.  Our reward is found in being recognized as a team of good character, knowledgeable and experienced professionals in the diesel industry and a trustworthy company.  We value our customers and aim to make them clients. Each day, each vehicle brought to Supreme Diesel is part of this mission, and each team member’s input and strengths will empower our business’ longevity, team pride and the means to care for each of us and our families and others by giving back to our community.

We prioritize the development of an efficient team at Supreme Diesel, and we find that the most efficient and effective teams run on key elements of respect for each other, respect for the processes and quick adaptability and conscientiousness. We believe that respecting and understanding one another can build chemistry in the workplace that drives our collective motivation. The better we function together, the more we are rewarded with satisfaction and pride for each achievement. These key elements are what bring in new, valuable team members.  Our new members bring their unique abilities, positive attitude, and knowledge to enhance the team while learning new skills and perfecting them. At Supreme Diesel, we value every team member and enjoy good team-working relationships and happy clients, to make our day and time at work satisfying.