Administrative Assistant/Receptionist

Administrative Assistant/Reception

On the West Coast, we do things differently. At CHEK Media – which has been rooted here on Vancouver Island since 1+56 - we have been carving our own path as the only local, independent employee-owned TV station in North America. In fact, we’re more than a TV station. We are multi-media content creators, with the widest audience reach across multiple platforms on Vancouver Island.

About the role
We are looking for an organized, detail oriented, and personable Administrative Assistant to support our team. This role is for an individual with solid administrative skills and basic accounting and bookkeeping skills. This position is responsible for organizing and managing the front desk, supporting various departmental operational mandates (Finance, HR, Sales, Creative and Traffic) and acting as liaison between internal staff and external stakeholders. It is a fast-paced role that is fun and challenging.

Department(s): Admin/Program and Traffic Reports to: Finance and HR Manager
Hours of work: Monday-Friday 8:30am-4pm, or +am-4:30pm. (32-35 hours per week as mutually determined) Start date: Projected to be in June.

Roles and Responsibilities- and other similar duties as assigned.

Finance/HR (approx. 50%)

· Assist with Administration of account receivable and payable invoices, entering monthly airtime sales invoices, monthly/annual building and transmitter rental and annual shared cost billings.

· Create and enter payable invoices in Quickbooks; (e.g. BC Hydro, Shaw, Monk, staff cell and Shaw expenses, Podcast Invoices, Raw News release agreement and invoice, other misc. vendors invoices etc).

· Answer queries from tenants/clients/vendors/staff about billings.

· Ad hoc tasks for Finance Manager e.g. help forecast transmitter budget revenue. Prepare weekly bank deposits, monthly PST reporting and credit card reconciliation, Manage and reconcile reception petty cash.

· Maintaining employee time tracking records, vacation tracking/accruals, assisting managers with collection of annual vacation requests, tracking hours for seniority, probation, increases, sick leaves.

· Prepare union time tracking reports.

· Assisting staff with questions about timesheets and time banks in a timely and professional manner.

· Assist with drafting quarterly staff newsletter.

Programming and Traffic (approx. 30%) (sample duties, which may be rotated and assigned according to department needs.)

· Assisting Sales Dept. with proposals and invoicing.

· Assist Traffic/Sales Coordinators as needed – provide sales, traffic and copy support.

· Follow up with sales rep/agencies for missing instructions/commercials.

· Vacation coverage for Program and Traffic team.

Reception Responsibilities (approx. 20%)

· Greeting visitors and clients, visitors, studio rentals, etc. screen access to building through secure front entrance

· Receive and distribute phone calls to the main line and distribute inquiry emails sent to general email inbox.

· Sort and prepare mail and couriers, sort and distribute mail for staff and tenants, take outgoing mail to post office when needed. Track received courier items.

· Assisting with facilities communications with tenants about parking, mail, fire testing.

· Maintaining necessary records for staff and tenants such as parking pass lists. emergency contacts, tenant contacts, staff information, phone lists.

· Maintaining reception area, communicating with plant attendants and cleaners as needed.

· Assist in ordering office and kitchen supplies.

· Assist with in-house staff event planning and setup.

· Assist with creation of media parade binders and marshaling list.

You bring to the role:

· You can prioritize tasks and are reliable and diligent.

· A self-starter with strong computer skills.

· Intermediate administrative computer skills, with a strong understanding of Microsoft office products (especially Excel), file management, efficient typing, formatting documents, Excel formatting and basic formulas.

· 1-2 years of accounting or bookkeeping experience and use of Quickbooks would be an asset.

· The ability to make accurate basic accounting math calculations.

· The ability to learn specialty software.

· Excellent communication and interpersonal skills.

· You can maintain composure under competing priorities.

· You use good reason and judgement in making decisions.

Qualifications include:

· Certificate or Diploma in related field such as Business, Finance, Marketing, or Broadcast Television, Media, or another related field.

· A minimum of 2 + years of related administrative experience in a fast paced and professional environment.

· The ability to prioritize tasks and adapt to a constantly changing environment.

· Ability to work as a team and independently.

· Work with speed and accuracy

· Strong interpersonal skills and a positive attitude are essential.

· Professionalism, maturity, and discretion are needed to maintain confidential aspects of financial and employee time tracking records.

What we offer

· This is a unionized position in Group 2 as per the Collective Agreement

· Admin Rates- Group 2 range; $26.31-$3+.81 per hour

· Work location is onsite at our Victoria head office.

· A passionate team that cares.

· All full-time employees are expected to become employee owners after one year of employment.

To Apply

We thank all those who apply but only those applicants who are selected for an interview will be contacted. Please submit a resume and relevant links in your cover letter, this position will be open until filled.

CHEK is an equal opportunity employer, that values diversity of people and communities. We encourage applications from diverse backgrounds, abilities, and cultures to apply. Please let us know if you need alternate formats or accommodations during the application process.

Job Type: Full-time

Pay: $26.00-$3+.00 per hour

Expected hours: No less than 32 per week

Benefits:

Company events
Dental care
Disability insurance
Employee assistance program
Extended health care
Life insurance
Paid time off
Schedule:

Day shift
Monday to Friday
Education:

DCS / DEC (preferred)
Experience:

Administrative: 2 years (required)
Location:

Victoria, BC V8T 5A2 (required)
Work Location: In person