Ricoh UK

Administrative Assistant – Office Support

Ricoh UK

full-time

Posted on:

Location Type: Hybrid

Location: Vancouver • Canada

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About the role

  • Creates proofs, revises and edits written material as required;
  • Handles internal and external correspondence;
  • Makes travel arrangements;
  • Creates and maintains departmental filing system;
  • Answers telephone lines;
  • Updates calendars;
  • Uses and coordinates maintenance for local office equipment;
  • Coordinates logistics for meetings, net meetings and conference calls: location, communications, resources, etc.;
  • Maintains department logs, reports, and/or data entry for functional databases;
  • Cross-trains and learns other responsibilities within the team and provides assistance as needed;
  • Builds professional relationships with customers and other teams;
  • May provide reception coverage or assist with reception coverage, as required;
  • May coordinate with Finance for resolution of budget variances and/or expense application;
  • Other duties as assigned by manager.
  • Provide administrative support including but not limited to: updating budgets, PO submissions & invoice tracking
  • Purchasing and supply management
  • Corporate Phone Management including new hire phone order but not limited to
  • Stationery Management Services including the ordering of copier supplies
  • Reserve boardrooms for meetings upon request
  • Maintain general tidiness and supplies within boardrooms
  • Coordinate catering orders
  • Set-up boardrooms as required with catering and beverages
  • Manage kitchen duties
  • Prepare coffee and maintain the coffee area
  • Manage Snack Program
  • Order through pre-approved vendors
  • Monitor inventory using spreadsheets
  • Stock and ensure stock is rotated properly
  • Assist with research, organization, coordination and execution of all company events
  • Collaborate with other teams (e.g. SRCA People Team) for site support as needed
  • Support (or possibly own) day of set-up and execution of events, meetings, conferences, and workshops, including but not limited to creating and distributing event plans
  • Act as main point of contact for any event support or escalation requirements, as needed
  • Document and distribute post-event summaries, surveys, post-mortems including the collection and analysis of data and feedback
  • Own internal communications for events, when appropriate

Requirements

  • Post Secondary Education or equivalent
  • Minimum of 2 years related experience
  • Position works 7.5-hour days 8:00am-4:30pm with 60-minute lunch (35 hour work week)
  • Position to work in the office 4 days/week, and may work from home 1 day/week
  • Able to speak Korean is an asset
Benefits
  • Select the medical, dental, life, and disability insurance coverage that fits your needs.
  • Contribute to your financial security with Ricoh Canada’s Retirement plan, with company matching contributions.
  • Augment your education with team member tuition assistance programs.
  • Enjoy paid vacation time and paid holidays annually.
  • Tap into many other benefits to enhance your health, wellness such and ongoing personal and professional development.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
data entrybudget managementinvoice trackinginventory monitoringevent planninglogistics coordinationcorrespondence handlingfiling system maintenancetelephone managementcatering coordination
Soft Skills
communicationorganizationcollaborationrelationship buildingproblem-solvingadaptabilityattention to detailcustomer serviceteamworktime management
Certifications
Post Secondary Education