About this role
Office Administrator
The Office Administrator provides support for daily office operations by managing a range of administrative and clerical tasks. The Office Administrator manages schedules, organizes files, and ensures a smooth and efficient workplace. Their responsibilities also include tasks like processing mail, managing inventory, and operating office equipment.
Responsibilities and Duties:
• Welcomes visitors in a professional, courteous, and friendly manner
• Maintain neat and professional appearance and demeanor with customers and visitors
• Help to organize office events
• Maintains office space and communal snacks
• Help BD support team with coordinating and arranging customer and corporate events
• Review and assist in follow up action items (including customer contact) for collections and customer follow ups under the direction of the accounting team
• Manage office, building and parking set ups for Calgary office
• Liaison with building management for Calgary office needs
• Coordinate and manage office supplies and needs for the entire office
• Distribute all UPS, Fed Ex and any packages that are delivered to our office
• Custom documents for shipments to and from US
• Arrange and coordinate with carriers and Plum Ops team for shipments to and from US
• Helps coordinate business travel – Egencia
• Code and reconcile credit card statements by verifying transactions and supporting documents
• Enter monthly AP recurring invoices in the accounting system
• Maintains inventory of office supplies and anticipates supply needs; ensures prompt ordering and receipt of supplies and delivers supplies to workstations as needed
• Supports the office with other related clerical duties such as scanning, filing, and other tasks as needed
• Reconcile credit card statements by verifying transactions and supporting documents
• Supports accounting team with mail processing for payment and other accounts payable functions
Required Education and Experience:
• Proficient with Microsoft Office
• Ability to work under pressure to multitask and prioritize workload in a professional manner
• Ability to handle confidential materials with care
• Excellent verbal and written communication skills
• Ability to work independently and as part of a team
• 0 – 2 years of prior applicable experience
• High school diploma or associate’s degree
Preferred Education and Experience:
• Bookkeeping experience is a plus
Physical Demands:
• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift 15 pounds at times
• Must be able to access and navigate each department at the organization’s facilities
Travel required
• 10%
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