Office Administrator
6 months ago
**POSITION TITLE**: Office Administrator
**REPORTS TO**: President
**WORK LOCATION**: On-site at our Oakville office, with the option to work remotely 1 day per week
**SALARY**: $60,000- $70,000, commensurate with experience.
BlueFrog is a boutique environmental consulting firm located in Oakville, ON. We are seasoned geoscientists, engineers, and environmental scientists with stellar credentials in the environmental and earth sciences, and seeking a junior level Environmental Scientist to join our team.
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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 be responsible for administrative support, assist with accounts payable and receivable, compiling technical reports, organizing incoming data and human resources administration, and coordinating company events. The Administrator is also the first point of contact for visitors to the office.
**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
- Manage and maintain multiple calendars
- Enter environmental testing data into spreadsheets for client reports, utilizing the appropriate Ministry of Environment standards
- 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)
- Assist with project deliverables
- Maintain office supply inventory and place orders as necessary
- Track staff vacation/ time off
- Assist with onboarding and offboarding employees
- Greet visitors
- Book occasional travel
- Arrange catering and social event bookings
- Follow up on Accounts Receivable
- Follow up on Invoicing with project managers
- Create and maintain financial and other spreadsheets including pivot tables, charts and graphs
- Maintain contacts and information in the client database
- Liaise with IT support; responsible for equipment tracking, arranging for maintenance, deployment
- Develop and suggest new ideas/ processes to optimize efficiencies
- Provide other administrative support as necessary, including scheduling group meetings, conducting research
**REQUIRED EDUCATION AND EXPERIENCE**
- College diploma in administration/ operations or equivalent experience
- **Minimum 5 years** of high level administrative/ office support. Preference will be given to applicants with administrative experience in an environmental consulting environment
- Previous project administration experience
**REQUIRED KNOWLEDGE AND SKILLS**
- Advanced computer skills - expert proficiency with MS Excel, Word
- 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.
**Salary**: $60,000.00-$70,000.00 per year
**Benefits**:
- Dental care
- Extended health care
- Flexible schedule
- Paid time off
Schedule:
- Monday to Friday
Supplemental pay types:
- Bonus pay
Ability to commute/relocate:
- Oakville, ON L6K 3T8: reliably commute or plan to relocate before starting work (required)
Application question(s):
- How would you rate your Excel proficiency on a scale of 1-5 (1 is beginner, 5 is super expert)?
**Education**:
- Secondary School (preferred)
Work Location: In person
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