Shannon Sutton

· Create and modify documents through word processing, scanning and other methods

· Ensure the complete satisfaction of the internal clients, mainly translators and revisors

· Modify documents: changes to formatting, styles and indexing

· Participate in translation projects by pre-processing certain documents

· Ensure quality control of documents before delivery to the client

· Occasionally replace the other Linguistic Services Assistants with respect to coordination of all incoming client matters

• Answering employee questions related to payroll, policies, procedures and assisting employees with their leaves (sick leave, maternity leave etc.)
• Managing and responsible for entering, reviewing and processing payroll on a bi-weekly and semi-monthly basis (ADP)
• Responsible for drafting and translating company announcements and memos (new hires, departures etc.) and updating job descriptions
• Responsible for the Group insurance plan (group administrator) & associated invoices
• Coordinating onboarding paperwork and first day of onboarding for all new hires (all levels)
• Liaising with accounting on any GL discrepancies, issues or questions
• Responsible for work accidents (entire process) and first point of contact with the CNESST
• Updating employee manual and company policies as required in both French and English
• Entering new hire information into ADP, recording terminations, issuing ROE’s and processing employee changes and updates

• Managing and responsible for all company bank accounts including in trust accounts for clients (authorized signatory for cheques and wire transfers)
• Responsible for managing account receivables, account payables, monthly bank reconciliations & executive team expenses
• Responsible for approving client billing on a monthly basis (200-300 invoices per month), as well as supervising billing staff
• Administrator role for the group insurance plan
• Keeping track of office budgets and inventory on a monthly basis
• Managing and supervising all department tasks and processes for administration, accounting and HR departments
• Creating & preparing job descriptions as well as all documents related to onboarding
• Liaising with recruitment agencies for active positions, organizing onboarding and training of new employees
• Liaising with staff, suppliers and clients daily
• Updating internal policies and processes to improve operational efficiency as required
• Selecting and coordinating all office staff activities

• Reviewing and selecting candidates
• Creating job descriptions for open positions
• Conducting initial phone interviews
• Scheduling interviews, maintaining calendars
• Participating in the group selection interview process
• Drafting employment letters
• Completing background and reference checks
• Debriefing with team to select chosen candidates

• Greet and direct all visitors
• Assist candidates with testing required
• Write/create and translate job ads for all recruitment agents
• Responsible for posting adds on various platforms (Jobboom, Workopolis, Emploi Quebec)
• Contact potential/selected candidates to schedule interviews with recruiters