Administration Assistant

Reporting to the Manager, Administration/ Assistant Manager, Administration, the Administration Assistant is responsible for providing secretarial, clerical and administrative support in the Office to ensure that services are provided in an effective and efficient manner.

T&T Supermarket Inc. was founded in 1993 with two stores in BC. Since then, it has expanded rapidly and is now Canada's largest Asian supermarket chain with 37 stores across the country: 14 in BC, 7 in Alberta, 14 in Ontario, and 2 in Quebec. The Company's continuous expansion is going to bring more new stores in the next couple of years.

Company Car Management

• Manage company vehicles for office and store travel, including the online booking system and accurate record-keeping
• Ensure compliance with car key sign-in/sign-out procedures
• Conduct regular and post-use vehicle inspections; report damages or dashboard warning alerts
• Coordinate vehicle cleaning, repairs, maintenance, and seasonal tire changes with service providers
• Will be required to drive company vehicles frequently
• Perform other vehicle-related duties as assigned

Staff Business Travel Support

• Support supervisor(s) in handling business travel requests
• Check and coordinate quotations for air tickets, hotels, car rentals, and venues
• Finalize bookings and reservations as required
• Provide general support for staff travel-related matters\

Office & Pantry Management

• Conduct daily inspections of office areas, meeting rooms, studio kitchen, and washrooms to ensure cleanliness and proper condition
• Perform regular patrols to maintain meeting room tidiness and functional supplies (e.g., whiteboard pens)
• Manage studio kitchen access card lending and booking alignment
• Coordinate with janitorial services and submit service requests for landlord-related issues
• Support basic furniture assembly, moving, and office setup tasks
• Handle stationery and office supply requisitions; maintain stock levels for daily operations and new hires
• Monitor office equipment usage and coordinate maintenance or repairs
• Assist with office venue setups for weekly huddles or internal events
• Any other duties related to the ESC office management

Event & Decoration Support

• Support internal office decorations and event venue setup, including working at heights using ladders when required
• Provide occasional support to the CEO Office for corporate events and employee engagement activities

Administrative & Clerical Support

• Maintain organized filing systems (physical and electronic) for company and departmental documents
• Provide general administrative, clerical, and word-processing support
• Assist with ad-hoc administrative tasks as required

Reception Operations

• Serve as the first point of contact at T&T's offices, welcoming external clients, customers, and service providers in a professional and courteous manner
• Greet visitors, ensure compliance with sign-in and sign-out procedures, and promptly notify or escort them to the appropriate colleagues
• Receive, screen, and route incoming telephone calls, faxes, and mail/packages to the relevant staff or departments efficiently
• Handle inquiries, complaints, and feedback from employees, customers, and external parties with professionalism and discretion; escalate matters to the appropriate functional teams as needed
• Coordinate with supervisors to redirect and support the resolution of office-related complaints in a timely and effective manner
• Any other duties related to the reception operations

Mail & Courier Service Management

• Receive, sort, and distribute internal and external mail across offices, retail stores, and central facilities
• Coordinate regular and urgent courier requests, reconcile waybills, and ensure accurate customs declarations
• Operate and maintain the postage machine, monitoring credit levels to ensure uninterrupted service
• Review, verify, and process invoices related to mail and courier services in a timely manner
• Deliver outgoing mail to post offices/ post boxes and designated courier drop-off points as required

Assist with any ad-hoc duties as needed, under the guidance of supervisor(s)

• Minimum of 1 year of relevant experience in reception / office administration within a sizable organization
• College diploma or above
• Ability to work independently as well as collaboratively in a team environment.
• Positive, proactive, and "can-do" attitude, with the ability to perform well under pressure.
• Good command in English and Chinese (Cantonese and/or Mandarin)
• Possess a valid driver's license and be comfortable with driving an automobile

Benefits

• Life/AD&D insurance
• Extended health/dental/vision care
• Retirement benefit
• Paid annual/sick/marriage/bereavement leave
• Subsidized staff meal
• In-store staff purchase discount

This is an active job posting for a currently vacant position. We are recruiting to fill this role as part of our ongoing operational needs.

Safety Statement
Safety continues to be T&T Supermarket's top priority. We've established health and safety policies and measures to ensure our Stores, Food Processing & Production Centres and Warehouse & Distribution are as safe as possible.