Administrative Assistant

Administrative Assistant

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Calgary, Alberta

Office Professionals

Contract

02/28/2024

211288

Join a top employer and advance your career. Aplin has partnered with a Calgary-based company to hire an Administrative Assistant!

The Administrative Assistant - Mailroom Services is responsible for providing administrative support and managing the mailroom operations of an organization. This role involves processing incoming and outgoing mail, distributing correspondence, and assisting with various administrative tasks. The Mailroom services team ensures that mail is handled efficiently and accurately, maintaining a smooth flow of communication within the organization.

Responsibilities:
  • Receive and Sort Mail: Collect incoming mail and packages from couriers, postal services, and interoffice mail. Sort mail based on recipients and departments within the organization.
  • Mail Distribution: Distribute mail and packages to appropriate individuals or departments promptly. Ensure accurate delivery and maintain proper records of received and delivered items.
  • Mail Processing: Open, sort, and date-stamp incoming mail. Prepare outgoing mail by weighing, stamping, and sealing envelopes or packages. Apply proper postage and ensure that all items are properly addressed.
  • Record-Keeping: Maintain accurate records of all incoming and outgoing mail. Log packages, track delivery statuses, and update relevant databases or tracking systems.
  • Package Handling: Receive and process incoming packages, verify contents, and notify recipients. Prepare outgoing packages, including labeling and arranging for pickup or courier services.
  • Mailroom Organization: Maintain a clean and organized mailroom. Ensure that mailroom supplies, such as envelopes, postage, and packaging materials, are adequately stocked.
  • Administrative Support: Provide general administrative support to various departments as needed. This may include answering phone calls, scheduling appointments, filing documents, and assisting with data entry tasks.
  • Equipment Maintenance: Ensure proper functioning of mailroom equipment, such as postage meters, sorting machines, and mail scales. Coordinate repairs or maintenance with the appropriate service providers when necessary.
  • Compliance and Security: Adhere to organizational policies and procedures regarding mail handling, privacy, and security. Ensure compliance with regulations related to mail, such as hazardous materials handling.
  • Customer Service: Provide excellent customer service to internal staff and external contacts regarding mail-related inquiries or issues. Resolve problems or redirect inquiries to the appropriate individuals.

Qualifications:
  • High school diploma or equivalent. Additional education or certifications in office administration or related fields are a plus.
  • Previous experience in a mailroom or administrative support role is preferred.
  • Strong organizational skills and attention to detail.
  • Proficient in using office equipment, such as postage meters, scanners, and mail sorting machines.
  • Familiarity with computer systems and software for tracking mail and managing databases.
  • Ability to lift and move packages of various sizes, as well as stand or walk for extended periods.
  • Excellent communication and interpersonal skills.
  • Ability to multitask and prioritize tasks in a fast-paced environment.
  • Knowledge of mail handling regulations and security protocols.
  • Must be able to pass the security clearance.


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