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Reception/Financial Support Assistant

Toronto Rock Lacrosse Club

This is a Contract position in Greater Montreal Metropolitan Area, QC posted September 13, 2021.

POSITION: Reception/Financial Administrative Assistant LOCATION: Toronto Rock Athletic Centre
– 1132 Invicta Drive, Oakville REPORTS TO: Director of Business Operations & Director of Finance HOURS OF WORK: 8:30 AM – 5:00 PM, Monday – Friday The Toronto Rock Lacrosse Club is looking for an energetic, confident and organized individual to provide reception, administrative and finance support.

The incumbent will be expected to greet and assist visitors, direct inquiries and phone calls to appropriate staff members in addition to performing day-to-day administrative, financial and book-keeping duties.

QUALIFICATIONS/EXPERIENCE REQUIREMENTS: Must have excellent interpersonal skills and be able to liaise with clients, staff and outside parties in a professional manner Post-secondary education in office administration, office information technology or a related field or related relevant experience Accounting / book-keeping experience preferred Sound knowledge of office specific software such as Microsoft Office (Outlook, Word and Excel) Effective time management skills with ability to work under pressure and excellent attention to detail with an ability to prioritize multiple requirements and deadlines Must be able to deal with confidential matters appropriately Must be able to work independently and as part of a team in a fast-paced environment Excellent communication and organizational skills are essential Must be flexible and adaptable to multiple requirements and able to adapt to on-going changes Fun and energetic attitude RESPONSIBILITIES: Day to day reception duties including but not be limited to greeting and directing visitors, answering phone inquiries and handling complaints in a courteous, professional manner Provide administrative assistance to the Finance team: balance and complete cheque deposits and cash receipts; data entry of accounts payable information ensuring all vendor invoices are calculated properly and matched with purchase order where applicable; update vendor information in payables system, issue and maintain Purchase Orders and contract data within MS Excel; process scheduled system cheque runs; print all payables reports and other month end close duties as directed Physical & digital filing and retrieving financial documents including payables and payroll; assist with retrieving documents for audit; arrange shredding of financials documents when no longer required to be kept on file Administrative support for HR functions including the set up and termination of employees on payroll, group benefits, cellular plans, tracking of personnel vacation and sick days Review and process staff and player expense reports Administrative support for insurance policy requirements including players insurance claim requests, US workers compensation filings, audits Manage filing systems for all financial, HR/personnel and general central files, ensuring accuracy, security and confidentiality Work closely with Directors of Business Operations and Finance to review, develop and implement office, facility and program related policies, protocols and forms Administrative support for TRAC and Athletics department including document/report/form preparation, insurance requirements and waivers, program supplies & food orders as required, support for online & in-person registration payments/refunds Provide general administrative duties such as ordering and stocking office and kitchen supplies, photocopying, filing, incoming & outgoing mail distribution, scheduling couriers, maintain and update floor telephone lists Arrange meetings, distribute memos and reports, and take minutes when required Screen telephone calls and responds to routine, moderate and complex inquiries Responds to messages from the answering service as required Organize travel and accommodation for the corporate visitors and staff Maintain overall standard of the office space Maintain current list of all items and supplies located at off-site storage facility Other administrative/office coordination duties as assigned Salary Range: $35,000