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Administrative Coordinator

2 months ago

Sherwood Park, Alberta, Canada Alberta Innovates Full time

Administrative Assistant / Accounts Coordinator

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at InnoTech Alberta, a leading Research and Technology Organization. As an Administrative Assistant, you will play a critical role in supporting the administrative needs of our Chemical Testing team.

Key Responsibilities:

  • Distribute analytical reports and invoices generated using the Laboratory Information Management System (LIMS) to internal and external clients.
  • Create and maintain technical spreadsheets and customer databases, ensuring customer information is accurate.
  • Review data for accuracy prior to order approval; follow-up on blank results/missing results.
  • Ensure order invoices have correct pricing; compare testing/prices to client Purchase Orders/quotes; ensure up-to-date client billing addresses in LIMS and financial systems.
  • Complete Order Approval and Order Finishing using LIMS database.
  • Upload external invoices into supplier invoice portals (i.e., Ariba, GEP, etc.).

Administrative Support:

  • Provide administrative support to a manager, team or on special projects (including faxing, photocopying and disseminating information).
  • Compose and prepare confidential meeting correspondence, agendas, action items, reports and minutes.
  • Prepare, edit and proofread invoices, cheque requests and purchase requisitions for approval and signature.
  • Open and distribute incoming regular and electronic mail and other materials.
  • Coordinate the flow of information internally and with other departments and organizations.
  • Operate and maintain area office equipment. Troubleshoot and coordinate regular maintenance and repairs.

Records Administration:

  • Sort and file documents according to established filing systems, locate and retrieve documents from files as requested and maintain records of filed and removed materials.
  • Create, update and close files.
  • Classify, code, cross-reference, file, store and retrieve records in accordance with established Records Management policies and procedures.
  • Ensure all records, paper and electronic files, are entered correctly in the Records Management System and included on paper files.
  • Close inactive files, apply retention schedule, box records and send to Corporate Records for appropriate storage or disposal.

Requirements:

  • Diploma from a recognized post-secondary administrative program in Business Administration (Extensive work experience can be substituted for education)
  • 5+ years related office administration experience
  • Laboratory Information Management (LIMS) experience would be considered an asset
  • Demonstrated ability to proactively manage the administrative needs of a team
  • Ability to adapt to change and work in a team environment
  • Strong organizational and multi-tasking abilities
  • Excellent interpersonal and communication skills
  • Experience in establishing and maintaining good working relationships with internal and external stakeholders
  • Attention to detail
  • Note taking ability
  • Strong working knowledge of Microsoft Suite, including Word, Excel, Power Point, and Outlook
  • Proven ability to learn new digital systems
  • Experience in records management is desirable

Employment Status: Permanent (Full-time)

Hours bi-weekly: FT

Classification: CB

Pay Grade: 05

Salary: $51,826 - $64,831