Receptionist/Administrative Assistant, January 2025-October 2025
IBISKA Telecom Inc., Ottawa, ON
- Main point of contact for reception duties (internal and external stakeholders, responding to inquiries and facilitating communication, meeting room bookings, office attendance, office equipment monitoring, suite cleanliness, distribution of electronic building bulletins and physical mail).
- Performed data entry into proprietary database with new Consultants, resumes, certifications, references and job placements. Audited job placement details after weekly team meetings.
- Managed, tracked and ordered office supplies as per organizational needs. Researched and ordered from Canadian suppliers. Liaised with Finance and Upper Management for payment.
- Completed resume formatting and merging requests using proprietary software. Reviewed all requests, including change requests (DCOs), and updates for compliance with established policies and procedures. Reviewed, flagged, and reported incomplete requests to requesting employees and management before release.
- Formatted and merged quarterly expense summary spreadsheets and reports, created growth spreadsheets, flagging missing data criteria and communicated work status updates with management.
- Developed fiscal year spreadsheet expenditure report for CEO.
- Updated Employee Directories, dietary restrictions, parking data as per established management deadlines.
- Assisted with onboarding of new employees in each department as per organizational policies.
- Recorded and distributed formal meeting minutes for Finance and Administration Teams, ensuring accurate documentation and alignment with organizational records.
- Maintained and updated administrative policy documentation to ensure alignment with evolving operational needs.
- Developed and implemented Standard Operating Procedures for reception, document formatting and data entry workflows.
- Member of Social Responsibility, NetZero and Health and Safety Committees; participated in, performed research and took minutes for multiple initiatives.
CANEX Services Administrative Assistant, September 2022-September 2024
CFMWS, CANEX and CAF Appreciation, Ottawa, ON
- Using Business Intelligence and designated filters, extracted inventory and sales reports to create invoices sent to vendors and their respective vendor-buyer online portals while regularly collaborating with two CANEX Merchandising Teams.
- Processed credits and payments from vendors, forwarded appropriate correspondence to the Billing/Accounts Payable.
- Responsible for scheduling important calendar dates for the National Advertising Report (NAR) for nationwide marketing initiatives and the CANEX Merchandising Teams.
- Developed PowerPoints based on prior NAR financial data for CANEX Merchandising Teams’ meetings.
- Drafted and tracked status of payment of invoices for vendors of the CAF Appreciation Team, cataloging and indexing all invoice data for easy retrieval.
- Reconciled monthly and annual actual and budget expenses for the CAF Appreciation Team using a secure ledger. Followed and suggested improvements to established workflows for better monitoring payments.
- Received, printed, and deposited payments by monitoring office management schedules for review and obtaining signatures.
- Processed applications for the CANEX Home Heating Program according to established policies.
- Extracted relevant data from Kentico and vendor websites to update and maintain vendor company locations, contact details, and logos for the CAF Appreciation Team, flagged and reported any missing criteria for easy user data retrieval before release to public.
- Drafted vendor contracts for CAF Appreciation Team using established templates.
- Developed controlled documentation processes to standardize operational workflows via OneNote.
Inventory Control Clerk, February 2018-September 2022
CFMWS, CANEX Merchandising, Grocery-Convenience Department, Ottawa, ON
- Extracted information from various grocery, HABA, tobacco and alcohol vendors to be prepared for spreadsheet creation for easy retrieval and secure access for CANEX store ordering. Updated, rerouted and released vendor product lists to stores. Assisted with ordering, searches, and suggested process improvements for special orders upon management approval.
- Placed, tracked and day-to-day monitoring of purchase orders via SMS and then Vision/Jesta before release.
- Catalogued and indexed inventory entries in SMS and Vision/Jesta, collaborating with management and teams to organize and align information for proper quality control.
- Assisted with marketing initiatives, created sales and inventory reports, and invoiced vendors for billbacks.
- Balanced store receiving against invoicing by performing on-the-spot control audits for process, quality and policy compliance, forwarding any financial matters to the appropriate personnel.
- Assisted in the creation and development of the Weekly Grocery-Convenience newsletter document sent to all CANEX stores, District Managers and Upper Management.
- Member of the Persons with Disabilities Network from 2021-2024.
Cashier, August 2014-February 2018
Shoppers Drug Mart Corporation, Nepean, ON
- Created and updated Excel document for tracking product expiration dates for product quality compliance.
- Assisted with onboarding of new employees in cashiering and merchandising as per organizational policies.
- Measured and reported temperatures of all fridges and coolers using correct processes and quality control standards.
