Job Description

Seeking a career-minded technical professional to serve as a Laboratory Administrative Assistant. This is an excellent opportunity for a high energy, enthusiastic person who can create and foster a culture of teamwork, excellence and continuous improvement within a high production commercial calibration laboratory environment.

This position is for full time 40 hours per week.

Reports To

The Administrative Assistant reports directly to the Administration Manager.

Direct Reports

There are no direct reports to this position

Skills and Requirements

Knowledge, skills and abilities

Experience in an office setting providing support at a high level
Knowledge of office management systems and procedures
MS Office and English proficiency
Outstanding organizational and time management skills
Up-to-date with latest office gadgets and applications
Ability to multitask and prioritize daily workload
Excellent verbal and written communications skills
Excellent telephone etiquette
Discretion and confidentiality
Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
Knowledge of standard office administrative practices and procedures
Travel logistics

Proficiency in the use of software programs for

Word processing (MS Word)
Spreadsheets (MS Excel)
E-mail (MS Outlook)
Internet (Internet Explorer)
Presentations (MS PowerPoint)
Document Creation (Adobe Acrobat)

Proficiency in the use of office equipment

Windows based computer operating system
Voice messaging systems
Fax
Photo copier
Scanner

Personal characteristics

Understand ethical behavior and business practices and ensure own behavior is consistent with these standards and align with the values of the organization.
Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
Willing to learn new processes, software, etc.

Responsibilities

General

Provides supplies by identifying needs for office operations.
Provides communication systems by identifying needs; evaluating options; maintaining equipment; approving invoices.
Purchases printed materials and forms by obtaining requirements; negotiating price, quality, and delivery; approving invoices.
Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results.
Improves program and service quality by devising new applications; updating procedures; evaluating system results with users.

Reception

Answer general phone inquiries using a professional and courteous manner
Direct phone inquiries to the appropriate staff members
Reply to general information requests with the accurate information
Greet clients/suppliers/visitors to the organization in a professional and friendly manner

Office administration

Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
Gather, sort incoming mail, faxes, and courier deliveries for distribution
Prepare and send outgoing faxes, mail and courier parcels
Purchase, receive and store the office supplies ensuring that basic supplies are always available
Code and file material according to the established procedures
Update and ensure the accuracy of the organization's databases
Provide secretarial and administrative support to management and other staff
Make travel, meeting and other arrangements for staff
Coordinate the maintenance of office equipment
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics.
Maintains customer confidence and protects operations by keeping information confidential.
Managing projects and conducting research; following up on results
Record, transcribe and distribute minutes of meetings
Planning and scheduling meetings and appointments
Organizing and maintaining files and records
Providing quality customer service
Review operating practices and implement improvements where necessary
Assist in maintaining paperless operations

Assist with financial management

Use computer software to prepare invoices
Assist with financial reports as required
Process credit card payments from clients

Assist with quality technical and production management

Field customer inquiries for laboratory in-house production
Preparing and editing correspondence, reports and presentations
Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions
Improves laboratory and/or quality activities
Capture onsite activities paperwork and process in a timely manner
Contacting customers for purchasing documents in a timely manner

Quality Assurance

Basic operations to functionally utilize the lab’s Quality Management System which includes the following operations/modules:

Task and Responsibilities
Entering Non-conformances
Entering Opportunities for Improvement
Basic knowledge of the laboratory’s quality systems and quality standards
Have a working knowledge of the laboratory’s quality system documentation to include the Quality Manual, Quality Procedures, Work Instructions and Forms
Complete all assigned quality assurance training as assigned

Key Competencies

Organizational and planning skills
Communication skills
Information gathering and monitoring skills
Problem analysis and problem solving skills
Judgment and decision-making ability
Initiative
Confidentiality
Attention to detail and accuracy
Adaptability

Work Environment

This position is designed around a friendly small business office environment
Requires sitting for extended periods of time. Occasional standing, lifting and bending are required as is repetitive computer work
Work primarily in office, lab environment and/or in shipping and receiving area.

Experience

Minimum 3 years’ experience providing support at a high level
Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
Knowledge of standard office administrative practices and procedures
High School Diploma
Bachelor’s degree an advantage
Post-secondary education in business, computers, or office management is an asset

Benefits

Commensurate hourly pay based on prior experience
Medical insurance premiums for the employee are paid by the company
Life insurance offered
Vision & Dental programs offered
401k retirement plan (optional)
10 days vacation starting the first year
9 paid holidays
Office Hours: 7:30AM - 4:30PM M-TH, 7:30AM - 2:00PM F
Company uniforms provided

Application Process

As a potential candidate, we have composed an aptitude exam in which you are required to pass for employment consideration. The link to this online exam will be emailed to pre-screened applicants. This is a 100 question online test, geared around mathematics, accounting, human relations, science, logic and general aptitude. It is highly recommended that you prepare yourself with pencil, paper and a calculator. In addition, get yourself a cup of coffee or other beverage, relax and think about the answers you provide. Upon completion of the online exam, you will be presented with your score.

There are a total of 100 questions and the exam is timed for 2 hours

Facts About Us

Calibration Laborayory, LLC is an ISO/IEC 17025 accredited commercial calibration laboratory
In business since 1977

For more information on Calibration Laboratory, LLC please visit us a www.callabco.com.