Ricoh Americas Corporation Jobs

Administrative Assistant (2-3 month contract)

Responsibilities:

• Front Desk and Back Office management

• Manage Visitors and Vendors to the office per client process and requirement and as outlined in company Admin Handbook

• Manage, organize, and coordinate all facility related services as outlined in client Office Admin Handbook and as necessary on a need basis.

• Manage and supervise all office requirements such as Day Porter, Sanitizing, Stationary & Printing, organizing messaging on the Notice Board to include regulatory notices.

• Align with all client system processes and ensure adherence

• Maintain necessary documentation of activities as required by client requirement.

• All activities updated in the current version of the Office Admin Handbook form the necessary scope of activities. Important note: The Admin Handbook goes through revisions per the company’s evolving needs and Office Admin activities aligns accordingly.

Important Note: All the above is to be managed independently but in consultation/guidance and as approved by Facility Managers.

• Answer telephone, identify purpose of the call and transfer information to appropriate department or individual

• Greet visitors/ clients as they arrive, identify purpose of their visit, and notify appropriate staff member of their arrival

• Ensure all visitors sign in and follow any screening protocols when they arrive at the office

• Manage and provide access badges

• Control physical keys within office

• Assist visitors as required: direct to coat closet, escort to meeting room, provide quick orientation (washroom, phones etc.), assist with WiFi code

• Ensure Compliance Bulletin Board is tidy and kept up to date with current documents

• Coordinate HVAC needs and shredding pick-ups

• Perform office deficiency checks (flickering lights, broken equipment, carpet/tile repairs etc.)

• Maintain copier/ printer equipment (ensure supplies available and call for service when required)

• Shred unclaimed print from previous day

• Maintain supply inventory and replenish as needed (Kitchen, PPE & First Aid Kits, Office supplies, mailing supplies, and stationery)

• Coordinate office cleaning and keep break areas tidy throughout the day

• Tidy meeting rooms periodically throughout the day; ensure supplies available

• Maintain a clean and organized reception and front lobby area

• Monitor performance of overnight cleaners

• Process inbound and outbound courier and mail

• Process invoices for payment

• Email building management quarterly to verify that all staff background checks are up to date

• Follow security and safety protocols communicated by the Customer

• Log, track and report all vital statistics in the Monthly Management Report

QUALIFICATIONS

Education and Experience:

• Requires a high school diploma or equivalent

• Requires 1-3 years of experience in the field or in a related area

SKILLS:

• Excellent interpersonal skills with the ability to quickly develop business relationships

• Strong self-motivation to drive results

• Excellent communication skills both verbal and written

• Effective use of Microsoft Office

• Ability to regularly lift and push objects up to 30-50 lbs

Come Create at Ricoh:

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information—how it is collected, stored, managed, and shared—to unlock the potential in every organization. We deliver services and technologies that inspire our customers’ success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest in Yourself:

At Ricoh, you can:

• Select the medical, dental, life, and disability insurance coverage that fits your needs.

• Contribute to your financial security with Ricoh Canada’s Retirement plan, with company matching contributions.

• Augment your education with team member tuition assistance programs.

• Enjoy paid vacation time and paid holidays annually.

• Tap into many other benefits to enhance your health, wellness such and ongoing personal and professional development.