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Apotex Corp.

Office Administrator

Apotex Corp., Weston

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Job Summary:

Provides administrative support for Executives and all office departments. This position is accountable to the Office Manager for all administrative and office duties.


Job Responsibilities:

  • Greet and welcome on-site visitors and manage visitor sign in. Prepare welcome board as required
  • Prepare expense reports as needed
  • Maintain, check and/or monitor office inventory and kitchen supplies. Provide invoices to Manager in a timely manner for approval.
  • Monitor and maintain on-site copiers, printers, AED equipment and Postage Meter. Schedule service calls and repairs.
  • Retrieve messages from general voice mail; forward to appropriate personnel for follow-up
  • Maintain electronic phone and extension database for access to all Corp Employees. Update physical copies of list as needed for managers.
  • Responsible for posting all outgoing USPS letters and packages to ensure accurate weight, class of mail, and allocation of appropriate postage funds to departmental cost centers.
  • Receive, sort and distribute incoming mail.
  • Document the receipt of all time-sensitive service of process documents and distribute to appropriate legal entity, adhering to current SOP process. Maintain data base of legal documents received at Apotex Corp.
  • Coordinate required new-hire IS forms for appropriate software, hardware, office supplies, keys and suite access. Coordinate in-house move request forms.
  • Coordinate and facilitate meetings and conference rooms and resolve scheduling conflicts. Submit special IS requests for meetings when requested.
  • Maintain and update Standard Operating Procedures for Office Administrator responsibilities.
  • Schedule and communicate Onsite Secure Shredding dates and Offsite Storage schedules; maintain data base of off-site storage activity.
  • Coordinate and assist with organizing employee events and special projects.
  • Assist with departmental project requests as needed.
  • Assist with the compilation and communication of preparedness procedures in the event of fire or a natural disaster.
  • Maintain current and accurate Office Administration files.
  • Provide ordering and set-up of catered meetings and other onsite events.
  • Provide clerical and other duties as required.
  • Performs all work in compliance with our Code of Conduct and Business Ethics, and related policies and with the legal and regulatory requirements that apply to our job activities
  • Works as a member of a team to achieve all outcomes;
  • Performs all work in support of our Values: Collaboration, Courage, Perseverance, and Passion
  • All other relevant duties as assigned.


Job Requirements

  • Associate Degree or an equivalent combination of education and experience may be substituted.


Knowledge, Skills and Abilities

  • Position requires strong interpersonal communication and written skills, proficient computer skills including electronic mail, record keeping, Microsoft Word, Outlook, Power Point and Excel


Experience

  • Minimum 3 years’ experience in an office setting.


Work Schedule

  • The regularly scheduled work week is Monday through Friday and the hours are 8:30am –- 5:00pm.