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Office Administrator

2 months ago

Edmonton, Alberta, Canada Alberta Municipalities | Strength in Members Full time
About the Role

We are seeking a highly organized and detail-oriented Office Administrator to join our team at Alberta Municipalities. As the first point of contact, you will be responsible for representing the organization in a professional and courteous manner.

Key Responsibilities
  • First Point of Contact
    • Represent the organization as the first point of contact via in-person, telephone, and email.
    • Efficiently and effectively handle incoming calls, transfers, and voicemails.
    • Receiving clients to the building in a professional and courteous manner.
    • Maintain security by following procedures; monitoring logbook; issuing FOBs as needed.
    • Onboards new hires with FOBs and parking tags.
    • Maintains safe and clean reception area by complying with procedures, rules, and regulations.
    • Distribute approved electronic communications to members and stakeholders in a timely and efficient manner.
    • Contributes to team effort by accomplishing related tasks as needed.
    • Manage member inquiries and follow up where required.
    • Other ad hoc duties as assigned.
  • Office Administration
    • Ensure incoming and outgoing mail is processed and delivered daily.
    • Request courier services as required.
    • Responsible for coordination of large mail-outs with departmental leads.
    • Monitor meeting room bookings and assist with setup and support of equipment for meetings.
    • Maintain tidiness and organization of the copier room.
    • Responsible for selection of meals, ordering, and coordination of all catering set-up and take down.
    • Prepare Boardroom kitchen for meetings and ensure enough supplies are always available.
    • Ordering, distribution, organization, and storage of office and coffee supplies.
    • Monitor and coordinate appliance repairs (fridges, dishwashers, etc.).
    • Train and support all reception relief staff.
    • Building management and janitorial services liaison.
  • Finance Support
    • Verify, review, and code all reception invoices.
    • Sort, list, and apply cheques received to appropriate entity for Accounts Receivable.
    • Assist with administration of the P-Card expense system.
    • Administer Job Postings sales process.
    • Assist with Annual Membership Renewal invoicing process.
    • Provide other support to finance team as requested.
  • Website Management
    • Post all job and e-classified positions as requested by our members.
    • Communicate with municipalities regarding posting and removing job ads.