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Administrative Assistant – Office & Executive Support

Surrey, BC | Full-Time | On-Site

About Verka Food International Ltd.

Verka Food International Ltd. (VFIL) is a Canadian importer, distributor, and manufacturer of food products with over 25 years of industry experience. We represent a diverse portfolio of international brands and serve customers across Canada through our offices, warehouses, and production facilities.

We are looking for a professional, organized, and dependable Administrative Assistant to join our Surrey office.

About the Role

The Administrative Assistant will support the day-to-day office operations and senior management, with responsibilities including reception, calendar and meeting coordination, office supplies and facilities, procurement, and general administrative support.

This is a varied, hands-on role suited for someone who is organized, proactive, professional, and comfortable managing multiple responsibilities.

Key Responsibilities

Reception & Senior Management Support

• Manage the reception area, answer incoming calls, greet visitors, and respond to general inquiries.
• Provide professional support to senior management and their guests.
• Manage and coordinate senior management calendars, meetings, appointments, and external meeting invitations.
• Send reminders and help keep management informed of upcoming schedules and commitments.
• Prepare meeting rooms and arrange tea, coffee, snacks, and refreshments for meetings and guests.

Office & Facilities Management

• Maintain the overall organization, presentation, and day-to-day functioning of the office.
• Monitor and replenish pantry, coffee/tea stations, stationery, office supplies, and other common-use items.
• Maintain inventory records and coordinate purchasing of office supplies and refreshments.
• Coordinate office repairs, maintenance, cleaning, and vehicle-cleaning services as required.
• Communicate with service providers, follow up on outstanding requirements, and maintain relevant records.
• Ensure office areas remain neat, organized, and well maintained.

Packaging Procurement & Vendor Coordination

• Coordinate the procurement of packaging materials such as jars, labels, boxes, and other required supplies.
• Work with warehouse managers to understand material requirements and coordinate orders accordingly.
• Obtain quotations, compare pricing, and communicate with suppliers regarding availability, orders, pricing, and deliveries.
• Create purchase orders in QuickBooks and send them to vendors.
• Track outstanding orders and follow up on deliveries.
• Monitor requirements and maintain organized purchasing and vendor records.

General Administrative Support

• Assist with data entry, document preparation, filing, invoice entries, basic bookkeeping, and other administrative tasks as required.
• Prepare spreadsheets, reports, and other documents as needed.
• Assist with corporate events, sponsorships, donations, promotional activities, and gift basket preparation when required.
• Provide administrative support to management and other departments on an as-needed basis.

Qualifications & Skills

• Previous experience in an administrative, office support, receptionist, executive assistant, or similar role.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Professional and welcoming manner when dealing with management, employees, visitors, vendors, and external contacts.
• Proficiency in Microsoft Office, particularly Word, Excel, Outlook, PowerPoint, and Teams.
• Ability to manage multiple responsibilities, prioritize tasks, and work independently.
• Strong follow-up skills and ability to maintain confidentiality.
• QuickBooks experience is considered an asset and will be given preference.
• Experience with calendar management, purchasing, vendor coordination, bookkeeping, or invoice processing is an asset.

The Ideal Candidate

We are looking for someone who takes ownership of day-to-day administrative responsibilities, keeps the office organized, follows through on tasks, and provides professional support to senior management and visitors.

The ideal candidate is dependable, detail-oriented, proactive, polished, and comfortable working in a fast-paced business environment.

Why Join VFIL?

• Join an established Canadian company with over 25 years of industry experience.
• Work in a diverse and collaborative environment.
• Gain exposure to senior management and multiple areas of the business.
• Be part of a growing organization where your work directly supports the smooth operation of the office.

Job Type: Full-Time

Location: Surrey, BC

Work Arrangement: On-Site