Facility Administrator

6 months ago

Drayton Valley, Canada SECURE Energy Services Inc. Full time

**We value people.** We offer competitive wages. We also provide benefits on day 1 for you and your family. We know how important this is to families and we want to be there for you.

**We value your time.** We want you to feel fulfilled both at work and at home. We often offer innovative shifts to achieve this, along with experience-based vacation time to encourage better work-life balance.

**We value your growth.** We are growing/adapting, and we need more great people to help us do that safely and sustainability. We want to help you develop your skills and hone your talents to help us do that.

**Together, we are SECURE**

**Job Purpose**:
As a Facility Administrator you are responsible for performing a broad range of service functions in support of efficient and effective Facility operations. The key responsibility areas for this role involve office administration, customer service, accounts receivable, accounts payable, systems, training and continuous improvement. The Administrator is an essential part of the Facility Services team and will be key in mentoring and modeling Secure’s common values and principles with clients and employees.** This** is a 12 month Fixed-term position.**

**Essential Duties & Responsibilities**
- Responsible for accurate and timely generation and distribution of customer invoices; proper pricing, coding, approvals, and ensuring customer requirements are met;
- Accountable for managing facility receivables; work closely with financial and marketing teams to ensure collection of outstanding invoices in a timely manner;
- Manage PO’s and requisitions
- Accounts Payable; creating vouchers
- Assist facility manager with weekly, monthly, or yearly reporting;
- Provide Ad Hoc reports as requested by facility management;
- Provide support to facility manager as required.

Administrative System
- Data entry, creation of reports, work approvals, and invoices;
- Daily plant balancing and reconciliation of receipts, dispositions, transfers and inventory entries into administration system;
- Awareness of operational processes and procedures within facility;
- Meet month end deadlines and ensure accurate reporting while with complying with regulatory requirements;
- Assist in training operators within facility.

Customer Service/Office Administration
- Represent Secure with a friendly and professional demeanor;
- Handle internal and external customer relations and inquiries in a prompt, accurate and professional manner;
- Book incoming customer loads in scheduling program;
- Provide notification of facility status, changed hours, etc. to appropriate customers;
- Complete approvals for jobs coming in; fax approvals; code and ensure invoicing information is correct.
- Ensure office supplies are adequate; equipment is maintained; office is organized;
- Maintain up to date and accessible files;
- Keep customer phone lists, admin tasks and procedures updated;
- Assist with maintaining facility orientation and visitor sign in sheet;
- Support operations with troubleshooting time entry, pay issues, vacation tracking that may arise by being a liason with human resources and payroll.

**Qualifications/Competencies**
- 2 years office administration experience preferred;
- Experience with invoicing, accounts payable / receivable and financial reports is considered an asset;
- Proven ability to handle multiple priorities and ability to prioritize tasks;
- Excellent verbal and written communication skills required;
- Proficient in Microsoft Office Suite and data entry;
- Oil and Gas industry experience would be considered as asset;
- Must be self-motivated and able to function in a team environment;
- Must possess a high school diploma or equivalent.

**Please note: This position works a standard 40 hour work-week.**

**Experience**: Preferred
- 2 year(s): Office administration experience

**Skills**: Preferred
- Microsoft Word
- Excel
- Ability to Meet Timelines
- Interpersonal Skills
- Team Oriented
- Strong Customer Services

**Behaviors**: Preferred
- Team Player: Works well as a member of a group
- Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

**Motivations**: Preferred
- Work-Life Balance: Inspired to perform well by having ample time to pursue work and interests outside of work
- Growth Opportunities: Inspired to perform well by the chance to take on more responsibility

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