Office Administrator

5 days ago

Edmonton, Canada Daeco HR Consulting Full time

**About Us** Alberta Pork is a non-profit organization representing the province’s registered hog producers before government, industry partners, media, the public and other interest groups. We are currently seeking a **disciplined, and conscientious** **Office Administrator** to join our team. This role is vital in ensuring the smooth running of our office operations.

**Key Responsibilities**:
**Office Management**:

- **Maintain office hours** and ensure the office is ready for business each day with a serious and disciplined approach to scheduling and attendance.
- **Oversee the appearance and maintenance** of office and meeting rooms, ensuring the environment remains orderly, precise, and in compliance with established standards.
- **Manage office contracts**, including insurance policies, automobile insurance and registration, and office leases, ensuring all details are accurate and deadlines are met, with a focus on rules and careful attention to detail.
- **Administer phone systems and office equipment**, including purchases, leases, maintenance, and staff training, ensuring all equipment functions properly and efficiently, adhering to company procedures.
- **Monitor and maintain the alarm system and office security**, ensuring the office environment remains safe and secure, with attention to established safety protocols.
- **Coordinate office IT systems and equipment**, including purchases, upgrades, and staff training, maintaining accuracy in all IT-related processes.
- **Manage and update the CRM database**, ensuring data is inputted and maintained accurately and in a timely manner, following established guidelines.

**Human Resources**:

- **Manage onboarding and offboarding** processes for staff, ensuring all documentation is accurate and follows organizational guidelines.
- **Oversee payroll processing, staff benefits, RRSP administration, and coordination**, ensuring compliance with regulations and attention to detail in financial reporting.
- **Track and report on staff holidays and sick days**, maintaining precise and up-to-date records in accordance with company policies.
- **Maintain employee records**, including emergency contacts, access credentials, and HR policies, with strict attention to confidentiality, accuracy, and thoroughness.

**Financial Administration**:

- **Manage accounts payable and receivable** for various activities, ensuring expenses are accurately prepared and paid on time, with strict adherence to budget codes.
- **Prepare and code expenses for the bookkeeper**, ensuring that all entries are precise, accurate, and align with financial protocols.
- **Monitor aged receivables** and follow up on outstanding invoices, ensuring collections are handled professionally and in compliance with company policies.
- **Coordinate with the bookkeeper** to maintain QuickBooks and assist with financial grant reporting, following detailed financial protocols and ensuring transparency in all transactions.
- **Develop, implement, and evaluate financial processes** to improve efficiency, ensuring that all financial activities adhere to due diligence and are thoroughly checked for accuracy.

**Executive Support**:

- **Provide administrative support to the Executive Director**, including coordinating travel, meetings, and key industry events, ensuring all arrangements are precise and follow formal procedures.
- **Ensure proper filing and management** of corporate records such as meeting minutes and reports, adhering to strict organizational standards for record-keeping.
- **Assist in maintaining corporate documents** like Director Manuals and Signing Authority guidelines, ensuring they are updated, precise, and in full compliance with company protocols.
- **Develop procedures to support effective governance and executive operations**, maintaining a careful, rules-based approach to ensuring that all processes meet organizational standards.

**Event Planning and Coordination**:

- **Coordinate and support attendance** at key industry events and meetings, ensuring registrations and logistics are handled meticulously and in line with formal event protocols.
- **Assist the management team** in planning and executing Alberta Pork producer events, such as the semi-annual meetings and AGM, ensuring all event details are precise and well-organized.
- **Help organize and plan industry events**, including workshops and conferences, ensuring every detail is carefully considered and executed according to guidelines.
- **Develop and evaluate event planning procedures** to improve efficiency and ensure accuracy in all stages of event coordination.

**Required Skills and Qualifications**:

- More than 7 years of experience in office administration or a similar role.
- Strong knowledge of office systems, equipment, and software (e.g., Microsoft Office, QuickBooks, CRM systems).
- Exceptional organizational skills with a disciplined approach to handling multiple tasks.
- A serious, formal, and precise w

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