Office Administrator

**Job Purpose**

**If you are interested in a meaningful job at a growing engineering & construction company where you’ll work on a variety of projects at once and be appreciated daily for doing your job well, look no further Join our team and discover endless opportunities for learning, advancement, and professional fulfillment**

As an integral member of the team, you will be responsible for processing approved timesheets and invoices according to established procedures and guidelines ensuring timeliness and accuracy are maintained. Additionally, you will support the Calgary Area Manager and Office Manager with various other administrative functions, as required.

To be successful in this role, you must have a positive and collaborative attitude while taking a proactive, detail-oriented approach to support the team as Federation continues to grow. You will need flexibility and adaptability to thrive in this role.

**Key Duties and Responsibilities**

**Timesheets / Invoicing**:

- Support Federation internal employee timesheets process and client invoicing
- Engage with clients for information required and follow up on outstanding accounts receivable as needed
- Work closely with internal stakeholders to ensure that invoices entered into the system are correctly coded and accurately reflect employee time and tasks
- Address, review, and manage queries related to time tracking
- Identify timesheets, invoices, LEMs, and contract discrepancies and assist with resolution where possible
- Assist with forecasting, reporting, utilization, and project cost management.
- Ensure data, documentation, and files are accurate and up to date
- Assist with other accounting and project control functions as required

**Administrative Support**:

- Support the Office Manager with various administrative tasks
- Conduct general administrative duties such as generating documents, spreadsheets, letters, etc.

**Office Leadership**:

- Contribute to a dynamic workplace culture in Calgary

Other duties and responsibilities as required.

**Qualifications**

**Skills and Experience**:

- A diploma in Business Administration or Accounting from a recognized post-secondary institution is strongly considered an asset
- 2 - 3 years experience in AR / billings or project controls administration type role
- Industry experience within professional services firms or the oil and gas sector is strongly considered an asset
- Familiarity with software such as Aimsio, QuickBooks, Open Invoice, and Cortex would be considered an asset
- Comprehensive working knowledge of Microsoft Office products

**Personal Characteristics**:

- High attention to detail
- Ability to work under pressure and tight deadlines
- A high level of discretion, tact and confidentiality when managing sensitive information
- Self-starter, independent worker, dedicated, and dependable
- Strong communication skills: verbal, business writing, electronic communications, and presentations
- Believes in making long-term business relationships with team members and clients - playing for the long game
- Strong analytical thinking and problem-solving skills
- Excellent organizational, planning, and time management skills
- Interested in investing in a long-term career with a growing company

**Working Conditions**

Federation believes in providing flexible working arrangements for our office personnel and we offer a hybrid work schedule; 3 days in the office, 2 days at home or in the office (your choice).

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

Pay: $50,000.00-$60,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- Vision care
- Work from home

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: Hybrid remote in Calgary, AB