Overview

We are looking for an Administrative Assistant for our ICON Media division! As an Administrative Assistant, you will play a pivotal role in ensuring the efficient delivery of services and maintaining exceptional client satisfaction. Your primary responsibility will be to coordinate service requests, liaise between clients and service teams, and uphold service standards. This role demands a detail-oriented, organized professional with strong communication skills and a dedication to providing top-notch service experiences.

Primary Responsibilities

Generate daily Purchase Orders with Service Manager to supply to subcontractors.

Send detailed emails to subcontractors for dispatch requests.

Update the system’s (Sage 300) service tickets after the dispatch has been completed.

Use Click Up to track and update progress on service tickets.

Escalate tickets as required to Service Manager and Account Managers for any hardware requiring RMA or replacement.

Create Purchase Orders, Purchase Order receipts and close Purchase Orders.

Liaise between Procurement, Sales, and Operations teams to align with client requirements.

Streamline the Purchase Order process, including tracking, approvals, and delivery timelines.

Ensure compliance with company procurement policies and client-specific requirements.

Assist in the evaluation and onboarding of new suppliers and tools.

Perform other duties as assigned.

Skills, Experience and Requirements

Bachelor’s degree in business or computer science.

Previous experience in digital signage industry is preferred.

Previous experience in A/V, content management systems or IT support is an asset.

Knowledge of Microsoft Windows XP – Windows 11 and Microsoft Office Suite.

Must be able to read, write and communicate fluently in English.

Please note that ICON Digital requires a mandatory Criminal Background check prior to employment.

Key Competencies

Strong organizational skills and attention to detail.

Ability to prioritize and multitask under pressure in a fast-paced work environment.

Takes initiative, is self-motivating and shows a willingness to learn new things.

Able to work under minimal supervision, works well both individually and as part of a team.

ABOUT ICON

ICON is a full-service organization with a 120,000 square foot state-of-the-art production facility based in Markham, Ontario. With additional offices based in Toronto, New York, and Montreal, we are unmatched in terms of technology, production capabilities, and product diversity, serviced by the most experienced and knowledgeable team of display graphics, digital signage, video production, and print professionals in the business. ICON’s reputation for reliability, quality workmanship, professionalism, and customer service are well earned and reflected by the trust and loyalty of clients we serve.

As a multi-faceted visual communications media company, we serve our clients’ needs of transforming spaces in retail, out-of-home advertising, digital, corporate/event marketing, hospitality, and consumer packaged goods (CPG) industries. Our company name represents strength and innovation, both of which are necessary for growth and success within our respective industries. Within ICON we have two divisions – ICON Media and ICON Visual; these divisions support the commitment we give to our clients to continue being leaders in All Things Visual!

We thank all applicants, however, only those selected for an interview will be contacted. ICON Media is an equal opportunity employer, and we encourage candidates from diverse backgrounds to apply.

ICON is a supporter of AODA (Accessibility for Ontarians with Disabilities Act). Accommodation will be provided to all applicants with disabilities during the recruitment process. Please include a summary of the accommodation required in your application email.

Job Types: Full-time, Permanent

Pay: $40,000.00-$45,000.00 per year

Benefits:

Casual dress
Dental care
Extended health care
Vision care

Schedule:

8 hour shift
Day shift
Monday to Friday

Ability to commute/relocate:

Markham, ON L3R 5G2: reliably commute or plan to relocate before starting work (required)

Education:

Bachelor's Degree (preferred)

Experience:

Administrative: 1 year (required)

Work Location: In person

ICON Media Communications Inc.

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