Summary:

This position provides administrative support to the commercial team.

Essential Duties and Responsibilities:

• Provide administrative support which includes preparing time sheets, expense reports, travel, answering phones, managing calendars, scheduling meetings and day to day filing.
• Serve as a commercial liaison between contract administration, audit, and accounting
• Draft and disseminate reports, projects, and other documents for internal and external recipients
• Keep track of all Commercial meetings
• Performs other duties and tasks as determined by the leadership team
• Effective communication and coordination with all departments with the company are essential in the role
• Provide back up for front desk
• Code Open Text Invoices for approval
• Manage Mail, Mailouts, and Interoffice mail
• Schedule meetings and appointments
• Organize the office layout and order stationery and equipment.
• Maintain the office condition and arrange necessary repairs.
• Partner with HR to update and maintain office policies as necessary.
• Organize office operations and procedures.
• Coordinate with IT department on all office equipment.
• Provide general support to visitors.
• Assist in the onboarding/offboarding process, including managing parking and building access with facility mgmt., coordinate retrieval of company assets upon termination, etc.
• Address employee queries regarding office management issues (e.g. stationery, hardware, and adjustments travel itinerary).
• Liaise with facility management vendors, including cleaning and security services.
• Plan in-house or off-site activities, like catering celebrations/meetings and conferences.