Office Administrator
Reports To: Chief Operating Officer
Position Type: Full-time, In Office
Location: Blairmore, Alberta or the surrounding areas (AB: Bellevue, Hillcrest, Frank, Blairmore, Coleman, Lundbreck, Cowley, Pincher Creek; BC: Sparwood)
Hours of Work: 9:00am to 5:00 pm, 40 hours per week, Monday to Friday
Salary Range: $40,000 / year
Company Overview:
At Phantom Compliance, we have been managing financial compliance since 2009. We provide a one-stop service for the modern financial sector, specializing in end-to-end Money Services Business (MSB) support.
Our work involves the practical application of FINTRAC reporting, the Retail Payments Activities Act (RPAA), and the development of Chief Compliance Officer (CCO) programs. We provide the regulatory framework for clients building banking solutions or managing digital assets. We handle the compliance requirements so our clients can focus on their business goals.
Position Overview:
We are actively seeking a realiable Office Administrator to contribute to the efficient functioning of our office. This multifaceted role involves handling diverse tasks, combining office administration, HR services, and accounting/bookkeeping responsibilities.
As a key team member, you will play a central role in overseeing and managing a spectrum of administrative and business operations. Your responsibilities will manage general administrative tasks. Serving as the primary point of contact, you will be instrumental in maintaining a positive office ambiance and addressing any challenges that may arise.
The ideal candidate is someone who thrives on managing multiple tasks, assumes various roles with ease, and excels in a dynamic, fast-paced office environment. Previous experience in tech startups, online finance, or cryptocurrency is considered advantageous.
Duties and Responsibilities:
Office Administration
- Manage the office phone system, professionally answering and routing incoming calls.
- Perform daily administrative tasks, including document scanning, digital archiving, and maintaining the company contacts database.
- Coordinate basic office repair requests, troubleshoot foundational WiFi issues, and liaise with the IT department for escalated technology needs.
- Track and report time for project leaders, and create new tickets for clients and projects within the project management software.
- Attend weekly project meetings to record notes and distribute summaries of necessary project updates.
- Serve as the primary contact for contract administration through the company CRM, ensuring accurate and timely processing.
- Support facility and property operations by managing bi-weekly visitor parking renewals, tracking tenant requests, and overseeing annual tenant lease renewals.
- Process tenant requests or records reports and proactively optimize the reporting workflow for increased efficiency.
- Act as the primary point of contact for tenant communication or mail administration.
- Prepare and submit annual professional property insurance renewals.
Key Qualifications
- A bachelor's degree in a relevant industry or 3+ years of experience is considered an asset.
- 2-3 years of office management experience.
- Previous experience in tech startups, online finance, or cryptocurrency is considered advantageous.
Knowledge
- High technical literacy complemented by advanced skills in Google Workplace and MS Office, Slack or HubSpot.
Skills
- Exceptional interpersonal communication.
- Strong organizational skills coupled with a proactive mindset
Technology & Software
- Intermediate knowledge of computer programs, specifically MS Office Suite, Google Workplace Suite
- HRIS software, Jira Workflow Management, Confluence
KPIs ( Key Performance Indicators ) for Success
- Timely Tenant Reporting
- Client Invoicing and Receivables Assistance
- Project Management Efficiency
- Professional Development
Career Development Path:
Entry Level Office Administrator
- Bachelor’s degree in an applicable field such as Business, Risk Management or Law or equivalent combination of education and experience.
- Executing day-to-day operations, supporting project leaders, managing basic facilities and IT requests, and ensuring smooth administrative workflows.
Mid Level Office Manager
- 3-5 years of progressive administrative or operational experience. Overseeing the office budget, negotiating vendor and tenant contracts, independently managing benefits administration, optimizing CRM and project management workflows, and potentially supervising junior administrative or reception staff.
Senior Level Director of Office Operations
- 5-7 years of progressive administrative or operational experience.
- Strategic leadership and high-level organizational development.
At Phantom Compliance, we value the unique skills and experiences each individual brings to the Company, and are committed to creating and maintaining an inclusive and accessible environment for everyone.
If you require accommodation during the recruitment and selection process, please let us know. We thank all applicants for their interest in a career at Phantom Compliance; however, only those candidates who are selected for an interview will be contacted.
Job Type: Full-time
Pay: From $40,000.00 per year
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care
Ability to commute/relocate:
- Crowsnest Pass, AB: reliably commute or plan to relocate before starting work (required)
Education:
- Secondary School (required)
Experience:
- QuickBooks: 1 year (required)
- Bookkeeping: 1 year (required)
Language:
Work Location: Hybrid remote in Crowsnest Pass, AB
