POSITION TITLE: Administrative Assistant
REPORTS TO: President
WORK LOCATION: This role will be performed on-site at our Oakville office, with the option to work remotely 1 day per week
COMPENSATION: $65,000- $75,000, commensurate with experience
POSITION SUMMARY
The Office Administrator will oversee the company’s office operations and administrative processes, and provide technical and administrative support to the management team. The Office Administrator will also assist with accounts payable and receivable, compiling technical reports, organizing incoming data and coordinating company events.
KEY DUTIES AND RESPONSIBILITIES
- Oversee and perform administrative duties and ensure that the office is operating smoothly
- Provide administrative support to the leadership team and project managers
- Enter environmental testing data into spreadsheets for client reports, utilizing the appropriate Ministry of Environment standards
- Generate and/or compile text, tables, figures and appendices for technical reports to send to clients
- Proof read technical reports for spelling, grammar, typos, and company standards and style (using our Style Guide)
- Create and maintain financial and other spreadsheets including pivot tables, charts and graphs
- Order documents and utility locates as needed; obtain WSIB clearance certificates
- Maintain contacts and information in the client database
- Assist with project deliverables
- Follow up on Accounts Receivable/ Payable
- Liaise with IT support; responsible for equipment tracking, arranging for maintenance, deployment
- Maintain office supply inventory and place orders as necessary
- Track staff vacation/ time off
- Assist with onboarding and offboarding employees and other HR administration
- Book occasional travel
- Arrange catering and social event bookings; schedule group meetings
- Take meeting minutes when needed
- Develop and suggest new ideas/ processes to optimize efficiencies
REQUIRED EDUCATION AND EXPERIENCE
- College diploma in administration/ operations or equivalent experience
- Minimum 7 years of administrative/ office support
- Previous project administration experience
- Preference will be given to applicants with administrative experience in an environmental consulting environment
REQUIRED KNOWLEDGE AND SKILLS
- Advanced computer skills – expert proficiency with MS Excel, Word
- Financial aptitude and ability to pull data and generate reports from the time keeping and invoicing system (Harvest), AR/AP, etc.
- Effective attention to detail and a high degree of accuracy
- Knowledge of project management software
- Understanding of (or willingness to learn) basic environmental terminology
- Ability to relate well with co-workers, supervisors, clients
- Collaborative, strong team player
- Proactive, problem-solver with a positive “can do” attitude
If you meet the above qualifications, and are interested in joining an organization with an outstanding culture and team, please submit your cover letter and resume. We thank all applicants, however only those selected for interview will be contacted.
BlueFrog provides accommodations for applicants with disabilities, available on request during all aspects of the recruitment process.
Job Type: Full-time
Pay: $65,000.00-$75,000.00 per year
Benefits:
- Dental care
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off
- Vision care
Application question(s):
- Do you have experience working in the environmental consulting industry?
- How would you rate your Excel skills on a scale of 1-5, 5 being an expert?
Experience:
- Office Administrative: 7 years (required)
Work Location: In person
