Office Services Clerk in Mississauga, ON

Note:

• The ideal candidate is expected to work onsite at the Mississauga Pharma Campus minimum 2 times a week
• Work Schedule: 20hrs/week

Job Summary

• This role is accountable for the overall mailroom operations oversite, all outbound mail, Transportation of Dangerous Good paperwork, Customs paperwork for international orders.

Duties

• The secondary purpose of the Office Services Clerk is to provide periodic coverage to the Receptionist (lunch, breaks, closing from 3:30-5:00 and possibly vacation days. As well as be the back-up for the Mailroom Receiver (Inbound) and Duplicating Operator in the Copy Centre.
• This role is responsible to perform all tasks included in the Standard Operating Procedures of the role, including the periodic updates of the procedures.
• This role is responsible to perform various Office Services Departmental tasks including the Assembly table work function, and ordering courier packaging supplies and working with applicable vendors
• Provide daily coverage for breaks, lunch and shift change, and minimum 3 hours each day. In addition to full time coverage for vacation, sick days and any other absence of the primary Receptionist.
• Greet and receive guests into Visitors Sign-In System, ensure employees are notified of their arrival, issue visitor badge. Arrange for transportation for guests (taxi), data entry for invoicing from Office Services.
• Process outbound regular mail, registered mail, couriers for Federal Express and Purolator. Make sure that items, weights and contact details are accurate and paperwork for international shipments are completed correctly. Troubleshoot any issues arising from the paperwork and collaborate on a solution with Client employee, customs broker, and courier vendors, when necessary. Investigate inquires for lost mail and couriers. Process high-volume of couriers to US.
• Verify and process all courier vendor invoices to Accounts Payable and resolve any issues with vendors.
• Maintain the mailroom mailslots/carts, and the mail stations throughout the building.
• Monitor the equipment and implement any updates to the system (ie postal rate increases) and work with the vendor on any issues.
• Collect, sort, package and process outbound mail/courier for all pharma field employees once per week and the PD division once a month or as needed on an individual basis. Maintain the field force mail slots with any employee changes.
• Arrange for same day couriers,
• Maintain the rep mail slots all new field employees, create labels, and provide information int the Field Force Directory shared by the department.
• Client invoices and statements are processed and forwarded as per SOP. Forward all customer statements on a monthly basis.
• Maintain applicable SOPs and ensure any changes are communicated to the team.
• Provide support and back up to Mailroom, Receiving and Duplicating Operator for vacation coverage and any absences. Accountable for completion of assembly work tasks when asked upon by the Duplicating Operator.
• Provide support to Corporate Services team on projects or tasks as requested

Skills

• 2 years’ experience
• Knowledge of Computer Systems. Preference for google suite
• Ability to coordinate tasks with teammates and support multiple customer requests simultaneously.
• French or alternate language an asset although not necessary
• Clear Communicator
• Ability to multi-task and be flexible with scope of work
• Self-directed, ability to lead and work independently
• Work closely with a team member and support each other through shared tasks
• Computer Skills (Google programs, FedEx Software, Cisco Jabber)
• Experience with Reception /Switchboard / Phone Systems
• Attention to detail and ensure accuracy of work
• Independent thinking and ability to problem-solve
• Proactive participate within the team
• Comfort working in a loading dock environment with priority to safety and security

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