Office Administrator

3 months ago

Edmonton, Canada Oak Forensic Engineering Ltd. Full time

Oak is a forensic engineering firm based in Calgary and Edmonton, Alberta that specializes in mechanical, structural, and material forensic engineering. Founded in 2020, Oak has enjoyed steady and stable growth, and we are looking to add another Office Administrator to our team. We offer competitive wages and comprehensive health, dental, vision, and insurance benefits. If you are self-motivated, driven to tackle complex problems, and wish to join our team, please apply.

This is an 18-month contract position ideally starting on 01 November 2024 with potential for extension into a permanent role. It is primarily an in-office role with some minor flexibility for working from home on occasion.

**Role**:
The Office Administrator handles daily administrative tasks and supports the Engineering Team to ensure that the day-to-day functioning of the office runs smoothly and efficiently. Generally, your work will involve:

- set up and manage new engineering files, performing detailed conflict checks,
- communicate with clients to gather required information for setting up new engineering files,
- refer inquiries to appropriate staff members or office locations,
- process, edit, and send invoices. Manage and maintain invoicing notes in the Oak database,
- organize and manage travel bookings, including flights, hotel accommodation, and rental cars,
- various administrative duties such as photocopying, scanning, shredding, and filing,
- handle daily management of office facilities, including managing vendor relationships and ordering supplies,
- manage and organize corporate expense receipts, ensuring that all expenses related to engineering files are accurately recorded in the Oak database,
- assist with the monthly reconciliation of corporate expenses,
- coordinate or assist with office events and functions, including catering,
- assist with shipping logistics, including packing and dispatching,
- assist with the coordination of meetings and events. Transcribe minutes of meetings,
- prepare, edit, and format correspondence, reports, presentations, and other documents,
- manage and organize office records, documents, and reference materials, ensuring proper filing and retrieval,
- assist with acquiring engineering documents as needed,
- assist with downloading, saving, and organizing photos, documents, and videos,
- assist with document transfers,
- support team members with basic software or IT issues, liaising with external IT support as needed,
- assist in compiling and analyzing data for reports and documents,
- maintain accurate records of time and expense entries for consultants and subconsultants,
- correspond with subconsultants to ensure timely invoice submission, and
- assist with onboarding, maintaining employee records, training registrations, and tracking.

**Requirements**:

- At least 3 years of experience in an administrative role.
- Demonstrates exceptional integrity and ethical conduct.
- Possess excellent verbal and written communication skills, with the ability to interact effectively with staff, clients, and the public through various communication channels.
- Strong organizational and planning abilities with high attention to detail and accuracy. Capable of managing multiple tasks and competing priorities, with effective time management and task prioritization skills.
- Self-motivated, with the ability to work independently as well as collaboratively within a small team.
- Physically capable of lifting and carrying up to 20 lbs.

**Job Type**: Fixed term contract
Contract length: 18 months

Pay: $60,000.00 per year

**Benefits**:

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

Work Location: In person

Expected start date: 2024-11-01

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