SalonCentric Canada - Office Administrative Assistant Job Listing at SalonCentric in Mississauga, ON (Job ID 204584)

Description

Office Administrative Assistant 

Salon Centric is the premier national distributor of salon professional products in the U.S. Created by L'Oréal USA in 2008 with 585 SalonCentric stores and 260 StateǀRDA stores in the US. Today, SalonCentric is expanding in Canada, with presence in Ontario, British Columbia and Quebec.  

Our vision is to inspire the Beauty Community to make the world a more colorful place. We are committed to developing an atmosphere where every member of our Beauty Community feels included, valued, and empowered, and where we can all share, learn, grow and thrive. We do this by supporting social, environmental, and economic causes that support the entire professional beauty industry and our Beauty Community. If this resonates with you and you are a human resource professional, this opportunity is for you!  

Key responsibilities:  

• Office Needs Management: Manage all aspects of office needs, including:
• Maintaining inventory of office supplies and placing orders as needed while staying within established budget parameters.
• Managing relationships with external vendors for services such as cleaning, maintenance, and repairs.
• Coordinating seasonal landscaping for all office locations.
• Actively participate as a member of the Joint Health and Safety Committee
• Management Committee Expenses: Process and manage expense reports for the Management Committee, ensuring accuracy and adherence to company policies and budget constraints. This includes reconciling receipts, verifying approvals, and resolving any discrepancies.
• Management Committee Travel Arrangements: Coordinate and book all travel arrangements for the Management Committee, including flights, accommodations, and ground transportation, while adhering to company policies and budget guidelines.
• Expense System (Concur) Support: Serve as the primary point of contact and support person for the company's expense reporting system (Concur). Provide training and assistance to employees on how to use the system, troubleshoot issues, and ensure compliance with expense policies.
• Travel System (Egencia) Support: Serve as the primary point of contact and support person for the company's travel booking system (Egencia). Provide training and assistance to employees on how to use the system, troubleshoot issues, and ensure compliance with travel policies.
• Meeting, Town Hall, and Event Setup: Responsible for the, preparation, and execution of meetings, town halls, and company events.
• Coordinating presentations and ensuring all necessary equipment is in place.
• Preparing meeting rooms, including setup of tables, chairs, and audio-visual equipment.
• Arranging catering services, including menu selection, ordering, and delivery while respecting allocated budgets.
• Managing event logistics, such as registration, signage, and attendee communication.

• Vendor Communication: Serve as the primary point of contact for external vendors, including managing communication, addressing inquiries, and resolving any issues.
• General Communications to the Team: Manage and disseminate various communications to the team, including:
• Information about internal events.
• "Housekeeping" announcements and reminders (e.g., office tidiness, recycling programs).
• Notifications regarding office closures (e.g., holidays, inclement weather).
• Employee Event Planning and Execution: Plan and execute employee events such as the annual BBQ and holiday parties. Collaborate closely with the HR Coordinator. Receive support and guidance from the HR Director. Ensure all planning and execution adheres to the approved event budget.

Qualifications and skills:  

• High school diploma or equivalent required; associate or bachelor's degree in business administration, Hospitality Management, or a related field is preferred.
• 5+ years of experience in an administrative support role, with increasing levels of responsibility.
• Proven experience supporting senior leadership teams is highly desirable.
• Experience managing office operations, including vendor management, budget oversight, and event planning.
• Familiarity with expense reporting systems (e.g., Concur) and travel booking systems (e.g., Egencia) is a plus.
• Proven ability to maintain a well-organized workspace, manage multiple tasks simultaneously, and ensure accuracy and thoroughness in all aspects of work.
• Excellent communication skills (written and verbal)
• The ability to multi-task and thrive in a fast-paced environment.
• The ability to perform essential functions on Microsoft Excel, Word, and PowerPoint
• Strong budget management skills: Demonstrated ability to manage expenses and adhere to budgetary guidelines.
• Event planning and coordination skills: Proven ability to plan, organize, and execute successful meetings, town halls, and employee events.
• Vendor management skills: Experience in managing relationships with external vendors, including communication, negotiation, and issue resolution.
• Strong problem-solving and troubleshooting skills: Ability to identify and resolve issues related to office operations, expenses, travel, and vendor services.

• Customer service orientation: A focus on providing excellent support and assistance to employees and stakeholders.
• Ability to work independently and collaboratively: Demonstrated ability to work effectively both independently and as part of a team.

What's in it for you? 

Embark on a journey that will enable you to learn about an exiting business and unleash employees' full potential in a thriving company. Be part of the bigger picture where you will be valued and listed to. You will work on daily HR related topics as well as projects enabling the company to move forward. While you will tackle different subjects and projects you will also have fun!