Office Administrator

Since 1974, **Carmacks Enterprises Ltd.** has grown from a small municipal road contractor, to a multi-faceted general civil construction service and highway maintenance organization. Operating throughout Western Canada, Carmacks Enterprises is an industry leader in handling all aspects of heavy civil construction.

The **Office Administrator**is the first point of contact for the organization and must portray a positive image for the company. The Office Administrator attends to visitors, deals with inquiries on the phone and face to face, and supplies information regarding the organization to the general public, clients and customers. In addition to front desk responsibilities, this role also provides administrative support to the HR and accounting function.

**What is the role?**

Human Resources:

- Assisting HR Team with onboarding of seasonal employees, both new hire and rehire
- Updating employee titles in the system when required (temporary assignment)
- Updating the employee organization chart monthly or when requested in Microsoft Visio program, as well as PowerPoint
- Purchase snack day items and present to employees the last Thursday of every month
- Purchase cakes for birthday cake day on a monthly basis, setup and communicate
- Purchase and distribute employee gifts & flowers (weddings, births, surgeries, deaths etc.)
- Ensure the lunchroom tv has updated monthly slides displayed and troubleshoot if necessary
- Screen calls for Human Resources, do not direct sales or benefit companies to HR, ask them to leave a message
- Help coordinate and participate in the HR team building activities
- Help coordinate staff training sessions and maintain training records
- Assist in reviewing, formatting, and updating HR policies as directed by the HR Director
- Assist team with screening resumes, pre-screening and reference checks when requested
- Collect the Nisku Castor share subscriptions on an annual basis
- Assist with onboarding of new employees in Nisku office with office tour, photo, orientation schedules and communication to HR team

Accounting:

- Sort and distribute all incoming mail in a timely manner, address and meter outgoing mail. Scan Accounting invoices to accounting team
- Perform expense reconciliation within Corporate Shared Services to ensure accuracy and compliance
- Maintain postage equipment ensuring sufficient postage on hand, ordering refills as required
- Maintain office supply inventory and liaise with suppliers such as coffee services, document shredding, etc.
- Collect HR monthly expenses with receipts and prepare expense forms with correct G/L and cost centre

All or Other Departments:

- Centre of information as to what’s happening around the organization
- Reception duties, including answering phones, greeting visitors, directing calls or visitors to the appropriate individual
- Sort and distribute incoming faxes
- Manage all courier deliveries, incoming and outgoing; maintain logs
- First point of contact for handling complaints; begins the complaint process by directing information to person in authority
- Perform housekeeping duties in shared work areas such as photocopy/supply room, lunchrooms and reception area
- Fill all photocopiers with paper on a weekly basis
- Maintain boardroom booking calendar and ensures that the boardroom is tidied after each use; arrange for catering for meetings as requested
- Assist boardroom users with technical issues, connect with IT where necessary
- Place service calls for office equipment (printer etc.,) as required
- Order tender documents, set up Estimating File and delivers to Estimators
- Provide administrative support for all departments
- Responsible for reception duty backup when planned to be out of office
- Assist safety department with emergency evacuation process
- Maintain Reception Process Manual, updating as required
- Other duties as assigned

**What do we value?**
- 1-2 years' experience in office administration/receptionist is a must
- Proficient in Microsoft Office Suite (Word, Outlook, Excel)
- Experience with HRIS and/or Microsoft Visio preferred
- Customer service training is a bonus
- Prior HR/ Accounting experience is an asset
- Valid Class 5 driver's license

**What's in it for you?**
- Competitive compensation package
- Dental care
- Extended health care
- Annual boot allowance
- Matching RRSP
- Employee stock purchase plan
- Employee assistance program
- Maternity top-up program
- Second parent leave program
- Free On-site parking
- Growth Opportunities
- Company events
- Carmacks is proud to be an equal opportunity employer that is committed to inclusion and diversity. We are committed to equal employment opportunity regardless of race, color, religion, sex, national origin, sexual orientation, gender identity or gender expression, age, disability or veteran status. Carmacks believes in building better, together._

**Job Types**: Full-time, Permanent

**Benefits**:

- Company events
- Dental care
- Employee