Administrative Assistant

LafargeHolcim - HQ (London ON, Canada) 25 days ago

As the global leader in innovative and sustainable building materials, we’re committed to shaping a greener, smarter and healthier world. At Lafarge Canada Inc., safety comes first, collaboration matters and diversity is celebrated with people who share our desire to continually make our materials better.

Do you have the drive, the skills, and the passion to join us?

Apply now www.lafarge.ca/careers


The Administrative Assistant contributes to the efficiency of the Division by providing administrative support for Southwestern Ontario Aggregates and Ready Mix Division Senior Management.


Working within company policies and guidelines established by the Southwestern Ontario GM Aggregates and Ready Mix, the incumbent is responsible for providing the following services:

  1. Safety: Ensures all aspects of his/her role are executed in a safe manner. Obeys safety guidelines when on construction sites and Lafarge operations.
  2. Management Support: Support Senior Management Team, i.e. maintain calendars, travel arrangements, coordinate employee service awards, coordinate booking of boardrooms/catering/a v requirements for meetings and training seminars, coordinate offsite/onsite meetings and events, create/maintain/distribute excel spreadsheets.
  3. Office Administration: General office administration roles, i.e. purchase and maintain inventory of office supplies, electronic ordering as requested i.e. laptops, cell phones, maintain contact lists, set up of salary and hourly new hires with computer access and program access, set up employees with out of pocket expenses, set up employees with new credit cards and expense reporting access, track salaried vacation time.
  4. Payroll/HR: Set up new hourly hires in SAP system, request post offer employment testing for hourly new hires, maintain hourly payroll entry as required, submit hr/payroll documents as required, maintain hourly filing system, maintain hourly SAP system as required.
  5. Facilities: Oversee the office facilities, liaison with operations and property manager, coordinates office cleaners, conducts routine cleaning inspections/specific requests with cleaners, coordinates recycling pickups, heating and air conditioning maintenance, security system (fobs), couriers, ordering kitchen supplies, coffee service, general office repairs and maintenance as required
  6. Event Coordinating: Coordinate events, i.e. customer travel events, meetings and training functions, Special functions, i.e. Town Hall Meetings, Spring Startup Meetings and hotel accommodations.
  7. Customer Focus: Point of contact for external and internal inquiries, Greet and assist visitors. Provide backup for equipment maintenance and sales coordinator as needed.
  8. Financial Management: Corporate credit card entry and maintenance. Process purchase orders and accounts payable invoices for payment for Southwestern Ontario Aggregates Ready Mix. Track and Reconcile COD’s for Southwestern Ontario Aggregates Ready Mix. Make bank deposits, as needed. Liaise with vendors, finance manager and plant managers
  9. Reporting:Provide monthly accounting reports to Senior Management. Run payroll, employee and financial reports for the SW RMX & Aggregate Teams.

Relationships with Others Jobs:

  • Reports to the GM of Southwestern Ontario Aggregates and Ready Mix, while providing support to Southwestern Ontario Aggregates and Ready Mix Senior Management.
  • Working directly with the Area Managers and their hourly employees
  • Working closely with the MyLife and One Service Teams
  • Communicating directly with HR
  • Communicating directly with other Administrative Assistants

Specific Accountabilities:

  • Financial: Reconciling COD’s, Credit Card maintenance, Invoice payments, Workflow Management, PO creation and Managing monthly Office costs
  • Ensuring all payroll entries are correct and approved by deadline in SAP
  • Following the company policies to ensure all hourly employees hire documents are up to date, accurate and entered correctly in SAP
  • Working directly with the MyLife and One Service Team to make sure Pension, Benefits and payroll is processed accurately.
  • Responsible for keeping accurate and organized records of an hourly employees pay and benefit history both in their employee file as well as SAP.

Education & Work Experience:

The incumbent should have knowledge of SAP, Windows7, Gmail and MS Office. Should have excellent interpersonal skills, able to work well independently and as a team player. Preferably should have 5-6 years of related administrative experience and be well organized with excellent written and verbal communication.

Knowledge & Skills:

  • Demonstrates positive customer service attitude
  • Maintains strict confidentiality
  • Understanding of general accounting principles, an asset
  • Good written and verbal communications – ability to write and speak succinctly in a variety of communication settings and styles
  • Demonstrate strong analytical skills, research, problem solving, and decision making
  • Good time management - self directed, uses time wisely and can attend to a broad range of activities
  • Work effectively as a member of a team
  • Detail-oriented, thorough, and accurate

Job-Specific Competency Profile (Lominger):

  • Integrity and Trust
  • Customer Focus
  • Organizational
  • Agility
  • Time Management
  • Listening
  • Informing
  • Problem Solving

As we are reinventing the way the world builds, we need world-class talent to join our Lafarge Canada team: people who are passionate, driven by curiosity and keen to grow, learn, develop and thrive in our high-performance culture.

Whatever you do, you will make a difference here. Because we know that your passion and curiosity are the natural resources the world needs.

Apply now www.lafarge.ca/careers.

We thank you for your interest. Only candidates selected for an interview will be contacted. Lafarge is committed to the principles of employment equity and encourages the applications from women, visible minorities, and persons with disabilities.

Lafarge Canada Inc. welcomes and encourages applications from people with disabilities. In Ontario, our organization/business is committed to fulfilling our requirements under the Accessibility for Ontarians with Disabilities Act. Accommodations are available on request for candidates taking part in all aspects of the selection process.

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Administrative Assistant

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