Administrative Support Specialist

2 weeks ago

Edmonton, Alberta, Canada Long View Systems Full time
Job Summary:
A career that helps you get more out of life.

A Long View career is designed to help you achieve a better work-life balance. Our collaborative and supportive environment fosters innovation, enthusiasm, and inclusion.

We are seeking a highly motivated and organized Administrative Support Specialist for our Edmonton office. This part-time contract role (20 hours/week) involves providing administrative support to various teams, playing a key role in committees, and contributing to making Long View a great place to work or visit.

  • Ensure a positive first impression by greeting visitors and managing the Long View lobby.
  • Process mail and couriers efficiently.
  • Provide administrative support to the Edmonton branch VP.
  • Co-chair the HSE Committee, conducting internal audits and inspections.
  • Co-chair the social committee, planning and coordinating events.
  • Create engaging branch communications, including marketing materials for office and client events.
  • Assist with new hire onboarding.
  • Coordinate meetings, booking rooms, catering orders, guest sign-in, and hoteling station setups.
  • Manage Corporate Services phone and inbox, responding to inquiries and ordering gift cards.
  • Maintain a tidy and clean kitchen and boardrooms throughout the day.
  • Serve as the vendor liaison for office-related maintenance, supplies, HSE items, and custodial services.
  • Order and maintain office and coffee supplies inventory.
  • Perform monthly credit card reconciliation and generate expense reports.
  • Process timesheets and invoices for weekly financial batches.
  • Streamline and maintain invoice creation and validation.
  • Assist in processing and sending invoices, attaching backup documentation when required.
  • Support project reporting and review for accuracy.
  • Update sales CLM, document reviews, and filing, and other sales coordinator tasks.
  • The ideal candidate will be able to work 8 hours on Mondays and Wednesdays and 4 hours on Fridays in the Edmonton office.
Requirements:
  • At least 2 years' experience in a coordinator or corporate services position.
  • A certificate in Business Administration, Accounting Assistant, or equivalent is an asset.
  • Excellent interpersonal and communication skills, with a focus on customer service and relationships.
  • Experience in event planning and coordination.
  • Proficiency in Microsoft Office, Teams, and CRM.
About Us:
  • We offer a great people and culture.
  • We have interesting work – Be part of exciting projects while accessing all the latest technologies.
  • We provide a flexible environment – A workplace that values flexibility for personal/professional growth, happiness, and wellness.
$18 - $24 per hour
We believe in building the best and most sustainable team-driven organization. Through employee resource groups, impactful conversations, townhalls, and company-wide training, we foster an inclusive environment.

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