IndEco is looking for a highly motivated individual to take on the responsibilities of administering our small consulting office. This is a full-time position (minimum 37.5 hours per week). Applicants interested in part-time work (22.5-30 hours per week) will also be considered.

Overview

Reports and project work
Assist with report editing and production (e.g. proof-reading, formatting, desktop publishing, printing, copying/collating and binding). Please describe in your application your familiarity with advanced features of MS-Office applications, and your experience in using these. (For an example of the kind of report you would be expected to assist in formatting and proof-reading, please click here.)

Marketing materials
Prepare, revise and update corporate brochures, CVs of IndEco’s staff and associates and project information as required.

Bookkeeping
Preparing invoices and managing accounts receivable, accounts payable, and payroll.

Database maintenance
Track library acquisitions; add to or revise databases such as the IndEco contacts and projects databases; updating filing lists and adding new entries.

Filing system
Maintain internal filing system including project files, business development files, administrative files. Archiving or disposing of out-dated materials.

Mail and information management
Sort mail and distribute, including items for circulation.

General office organization
General office duties include the maintenance of office supply inventory and reordering as required; perform critical system back-ups; arrange courier and mail deliveries; monitor general phone messages and inquiries; arrange for copying & printing of project and marketing items; respond to requests for information. Ensure office facilities and equipment are in good working order and common and public areas of office stay neat and tidy.

Scheduling
Arrange appointments and track and/or manage schedules and quarterly business plans. Management of a bring forward filing system. Make travel arrangements as required.

Personnel
Assist with hiring as required: e.g. setting up appointments and interviews; orientation of new employees; keeping employee records (e.g. sick days and holidays); establishing, documenting and updating office procedures. Arrange for additional administrative assistance where required.

Customer care, outbound calling, data entry, research and analysis for consulting projects
Provide support on consulting projects, as required and directed by other project staff. Such support work will include outbound calling to book appointments and conduct surveys, informing people about conservation programs, responding to inbound customer phone calls and emails, data entry and analysis, and research as required.

Team building and staff morale
Encourage a pleasant, friendly and professional work environment. Coordinate company social events for staff, associates and clients.

Qualifications required

Strong working knowledge of MS Word, Excel, PowerPoint and email systems, preferably on OS/X. Working knowledge of Lotus Notes, QuickBooks Online, or Adobe Creative Suite an asset; willingness to learn new software packages is essential.
Well organized, and detail-oriented.
Excellent written and oral English is essential.
Strong customer service and interpersonal communication skills.
Experience in a consulting environment is an asset.

Location and remuneration
The position is at our offices in Toronto, Canada. Remuneration will reflect skills and experience.

Submitting an application
Please apply in writing, indicating why you are interested in and right for the position, and attaching your resume. We recommend you review our advice to applicants. Submit applications by e-mail (preferred), or courier to:

Office Administrator
IndEco Strategic Consulting Inc.
Suite 412, 77 Mowat Avenue
Toronto, ON M6K 3E3

e-mail: careers@indeco.com