Office Administrator

3 weeks ago

Edmonton, Canada Alberta Recycling Management Authority Full time

**Office Administrator**

Alberta Recycling Management Authority (ARMA) is a dedicated not-for-profit organization that acts on behalf of the province to oversee all aspects of end-of-life processing of electronics, paint, tires and used oil materials. Since its inception in 1992, ARMA has led the diversion of 11.6 million electronic devices, 33.9 million litres of paint, 144.5 million tires, and over 2.0 billion litres of used oil from the province’s landfills.

Most recently, thanks to the organization’s innovation and environmental stewardship, ARMA was appointed as the administration and oversight body for Extended Producer Responsibility (EPR). During this transformative time, this role will allow ARMA to continue its work to inspire a future without waste, where products enter the circular economy for the betterment of our environment and future.

If you possess an inherent builder mindset, are passionate about inspiring a future without waste, having fun, embracing change and pursuing growth we would love to hear from you.

We offer a competitive base salary commensurate with experience, an RRSP matching program and an attractive group benefit package.

We are committed to supporting diversity, equity, and inclusion initiatives in our recruitment processes and in our work environment, where every individual feels valued, respected and a sense of belonging.
- By submitting your resume and personal information to ARMA, and/or participating in a personal interview, you acknowledge and consent to the collection, use and disclosure of your personal information by ARMA to determine your suitability for employment opportunities. Successful applicants will be required to complete a criminal background check. _

**Position Summary**:
**Administration**

1. Greet and sign-in external guests.

4. Receive, open and distribute incoming mail and parcels. Coordinate and arrange shipment of outgoing mail and packages.

5. Monitor inventories and procure all office, facilities and kitchen and supplies, stationary and equipment.

6. Vendor point of contact and relationship management for facility equipment and supply vendors.

7. Lead all items related to office equipment including, ordering, monitoring functionality, coordinating repair and corresponding with vendors.

8. Complete all onboarding administrative tasks for new hires.

9. Conduct new hire onboarding office tour including safety protocols and emergency evacuation procedures.

10. Digitization, standardization, and formatting of all forms to ensure they are online fillable PDF and meet brand standards.

11. Keep all phone lists, office maps and organizational charts accurate and up to date.

13. Owner of Records Management process for ARMA including ongoing systems management, annual archiving and department designate training.

14. Working familiarity with all office related contracts and acceptable procurement practices to ensure compliance and the most cost effective options are employed.

**Event Planning**

1. Act as the event planning and execution lead for all internal and staff engagement functions including event coordination support to CEO’s Executive Assistant for Annual General Meeting and Board Planning Sessions.

2. Complete all travel booking requests for flight, car and accommodations.

3. Handle all catering requests including ordering, accepting deliveries, set up and clean up.

4. Coordinate all conference and training registrations; including tracking dates to regularly attended conferences and proactively activate upon ARMA’s participation. Provide support to coordinate booth and tradeshow giveaways.

**Facilities Management**

1. Liaison between ARMA Staff and building property manager for all facilities management issues.

2. Validate parking for guests and answer any parking related inquiries from staff.

3. Maintain and coordinate building access cards including tracking, issuing new and temporary cards, recovering and replacing.

4. Maintain physical workspace (including mailroom, boardrooms, equipment and storage rooms) including daily oversight and coordination of repairs.

**Finance Support**

1. Create standing and ad hoc Purchase Orders (PO’s) for administration, marketing and operations.

2. Oversee office petty cash fund including tracking, balancing and reconciling.

3. Monthly reconciliation of Mastercard for Senior Management and Administration including receipt collection, tracking, scanning and submission for approval.

**Other Duties**

1. Fully cross train and provide back up support to Executive Assistant(s).

2. Actively participate in the Joint Health & Safety Committee by preparing and distributing the agenda and taking meeting minutes.

3. Act as the Office Fire Warden including daily Envoy sign-in compliance monitoring.

4. Maintains an understanding of and adheres to Alberta Recycling policies, procedures, and standards.

5. Contributes to a positive and safe culture by modeling the organizational va

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