Administrative Assistant

Requisition ID: 870641
Store #: EC0670 Lab Dept MGMT RIVOTM
Position:Full-Time
Total Rewards: Benefits/Incentive Information

Founded in 1976, Riverside Opticalab Ltd is a world leading manufacturer and supplier of optical solutions. Our mission is to improve sight and empower our customers with the best optical solutions powered by our expertise and efficiency, driven by simplicity and flexibility. We deliver personalized services and product offerings to meet our customer’s diverse and unique needs. By joining Riverside Opticalab, you become part of a team that is committed to continuous improvement and customer’s satisfaction. We are committed to creating an exceptional workplace that values highly skilled talent in a stimulating environment.

Riverside Opticalab Ltd is part of EssilorLuxottica, a global leader in the design, manufacturing, and distribution of ophthalmic lenses, frames, and sunglasses.

GENERAL FUNCTION

The Administrator - Operations plays a key role in ensuring the seamless execution of administrative and operational tasks critical to the success of the Riverside Opticalab Group's Operations team.This role also serves as the backup support for the Canada Operations administrative functions

This role supports the Operations team by handling documentation, preparing reports, coordinating logistics, and managing employee programs such as safety shoes.The Administrator ensures effective communication and coordination within the team and across departments

MAJOR DUTIES AND RESPONSIBILITIES

• Support Operations Administrator with any administrative tasks,including but not limited to support with temporary staff administration, production and distribution of hour’s report
• Prepare and distribute the Monthly Production Report
• Approve monthly invoices via the Lucy4 portal
• Compile and distribute LPPH (Lens Per Person Hour) reports for Riverside labs
• Submit requisitions and receive purchase orders in the sourcing system (currently SAP) upon shipment arrival
• Organize logistics for the Strategic Operations meetings, including bookings and reservations
• Oversee and administer the Safety Shoes program and the renewal process for safety shoes for qualifying employees, including preparing vouchers, collecting transaction receipts, and forwarding them to the accounting department for processing
• Follow up on outstanding purchase orders
• Manage the room booking system for Riverside sites
• Manage reserved parking spots and lockers for Ottawa Riverside location
• Provide assistance to colleagues with Concur queries, including requisitions, purchase orders, trip approvals, bookings and expense reports
• Support the management team with payroll system inquiries and corrections, including extracting relevant reports (e.g., hours, employee lists, and badge reports)
• Serve as a backup for payroll approval for supervisors during their vacations
• Administer PCard receipts and ensure proper record keeping.
• Support and organize social committee and various events
• Ensure Active employee list is up to date for IT Department to ensure onboarding and offboarding was completed
• Request Return Authorizations (RA) from suppliers and prepare the necessary return documents, including customs documentation
• Actively participate in and support the team during audits, ensuring compliance with quality management standards
• Administer vacation and overtime/days in lieu tracking for the salaried Operations team
• Manage office supplies by ordering coffee, receiving shipments, and submitting invoices to accounting for payment
• Prepare and distribute memos as needed

QUALIFICATIONS

• Strong organizational skills, keen attention to detail, and the ability to adapt to a flexible schedule
• Proficiency in managing operational documentation, report preparation, and cross-functional communication
• Strong organizational skills with the ability to handle multiple responsibilities effectively
• Familiarity with SAP and Kronos systems, along with experience in data analysis and reporting tools such as Microsoft Office, especially Excel
• Excellent communication skills and the ability to work collaboratively across departments
• Attention to detail and commitment to accuracy in handling financial and operational records (Preferred)
• Experience in project management and statistical process/quality control (Preferred)
• Strong working knowledge of optical retail manufacturing and lab operations (Preferred)
• 3+ years of experience in administrative support within a manufacturing or retail environment (Preferred).

Employee pay is determined by multiple factors, including geography, experience, qualifications, skills and local minimum wage requirements. In addition, you may also be offered a competitive bonus and/or commission plan, which complements a first-class total rewards package. Benefits may include health care, retirement savings, paid time off/vacation, and various employee discounts.

Upon request and consistent with applicable laws, EssilorLuxottica will provide reasonable accommodations to individuals with disabilities who need assistance in the application and hiring process. To request a reasonable accommodation, please call the EssilorLuxottica SpeakUp Hotline at 844-303-0229 ( (be sure to provide your name and contact information so that we may follow up in a timely manner) or email HRCompliance@luxotticaretail.com.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, social origin, social condition, being perceived as a victim of domestic violence, sexual aggression or stalking, religion, age, disability, sexual orientation, gender identity or expression, citizenship, ancestry, veteran or military status, marital status, pregnancy (including unlawful discrimination on the basis of a legally protected pregnancy or maternity leave), genetic information or any other characteristics protected by law. Native Americans in the US receive preference in accordance with Tribal Law.