Office Administrator

2 days ago

Coaldale, Canada NewCold Canada II Operations Inc Full time

NewCold is a global leader in cold chain logistics, specializing in the development and operation of large, highly automated cold storage facilities. NewCold aims to play an integral role in the cold chain of leading food companies by providing advanced logistic services worldwide. We employ the latest technology to empower our team members, ensuring responsible food handling and guaranteeing food safety in a sustainable manner. We challenge industry norms, believe in long-term partnerships, and offer solid investment opportunities that support next-generation logistic solutions.

**Location: Coaldale, AB**

***

**Shifts: M-F, Days, 40 hrs/week**

**Reports To: Human Resources Business Partner**

**Position Overview**

**Duties/Responsibilities**:

- Act as the first contact for guests, visitors, and vendors at NewCold.
- Respond to, and forward, communications to appropriate individuals or departments.
- Perform general office duties daily.
- Partner with all departments to support daily operations.
- Weekly customer invoicing and reconciliation.
- Perform sensitive administrative tasks using Excel, Word, and PowerPoint, including typing, updating spreadsheets, filing, and creating presentations.
- Organize and assist with events of varying sizes.
- Support HR with employee engagement initiatives.
- Create promotional materials like flyers, postcards, invitations, ads and digital signage.
- Book travel accommodations
- Develop and manage vendor relationships; research suppliers, price check items, and create purchase orders as needed.
- Complete management expense reports
- Maintain and order necessary office equipment, supplies, PPE and janitorial items.
- Schedule appointments and take minutes during meetings.
- Prepare human resource reports, including attendance, new hire, and turnover reports.
- Assist with recruiting tasks, employee onboarding, and new hire orientations as needed.
- Continually look for opportunities for improvement and efficiency.
- Perform other related duties as assigned.

**Required Skills/Abilities**:

- Proven expertise in exceptional customer service and reception skills.
- Strong sense of urgency, attention to detail, and superior organizational abilities.
- Proficient in conducting thorough research.
- Intermediate proficiency in computer skills.
- Excellent verbal and written communication skills.
- Ability to prioritize tasks effectively and perform well in high-paced, demanding environments.
- Self-motivated and able to remain productive without the need for constant supervision.
- Highly dependable, trustworthy, and capable of maintaining a high degree of confidentiality.

**Education and Experience**:

- Diploma in Business Administration, or equivalent
- Minimum of 2 years’ experience in a similar role
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
- Experience with SharePoint
- Preferred but not required: Experience with ADP

**Physical Demands**:

- Must be able to lift/push/pull/carry up to 20 lbs repetitively
- Frequent bending/twisting
- Must be able to sit for extended periods, up to 8 hours per day.
- Occasional climbing (stairs)

Monday-Friday, 8:00am-4:30pm

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