Administrative Assistant 12 Month Contract Position

**Columbia Ice** is seeking a reliable and detail-oriented **Administrative Assistant** to support the CEO during our Office Manager's 12-month maternity leave. This is a full-time contract position based in the Edmonton area (Acheson facility), with hours varying seasonally**:30-40 hours per week**, typically higher during the busy summer season (when demand for packaged ice peaks for events, construction, restaurants, and retail) and lower in the slower winter months. **Key Responsibilities** Your daily duties will focus on keeping operations running smoothly, especially during peak season. A typical busy-season day includes: - Monitoring the orders inbox and responding quickly to inquiries. Timely replies help customers solve urgent needs (e.g., event or project requirements) and build strong relationships. - Entering all customer orders accurately into our route management software, **RouteMan**. - Processing daily payments from previous deliveries: counting cash, reconciling and closing invoices in RouteMan, depositing cheques via mobile banking (photo deposit), and finalizing invoice closures. This must be completed daily to quickly identify and resolve any discrepancies with drivers while details are fresh. - Verifying daily food safety checklists for accuracy, ensuring proper signatures, and filing them in the designated binder as required by our food safety program. This verification should occur daily. - Updating production tracking in our Google Sheets spreadsheet by recording the daily batch numbers assigned to ice bags (essential for traceability in the event of a product recall). - Managing the CEO's calendar by scheduling upcoming meetings, festivals, events, and deliveries in advance, and providing verbal reminders as needed. - Proactively calling customers to check remaining ice levels, assessing delivery needs, logging call details, and adding any new orders to the system. - Collaborating on route planning: This may include independently building efficient routes or optimizing sequences using Google Maps for maximum delivery productivity. - Handling weekly bank deposits and dropping off lab test samples (using your personal vehicle; mileage will be reimbursed). - Assisting with summer seasonal staff onboarding: ensuring employment contracts are signed and training documents are uploaded to our HR software. Additional time will be dedicated to value-added projects, such as refining our food safety program documentation, updating client information in RouteMan, streamlining workflows, and other process improvements. **About Working Here** Columbia Ice is a locally owned Alberta company proudly manufacturing and delivering high-quality packaged ice since 2001. We support events, festivals, construction sites, restaurants, liquor stores, and more across the Edmonton and Calgary regions. The CEO began his career as a driver, advanced to Plant Manager during a transition period, and now leads as CEO. He values a positive, respectful workplace—no yelling or negativity—and believes work should be an enjoyable environment. Like many small-business leaders, he wears multiple hats, which can lead to quick changes in direction, occasional unclear communication, or reactive decision-making. Flexibility, clear follow-up questions, and adaptability will help you thrive in this dynamic setting. We thank all applicants for their interest; only those selected for an interview will be contacted. *Full Discloser, I did post a similiar job "Office Administrator" which had a sales element which is why the pay is higher for that position. That job is closed. I am undecided if it is reasonable for someone on a contract position to do sales. I am looking at either hiring an assistant office admin which focuses more on data entry or an office admin which has a sales element to it. **Job Type**: Fixed term contract Contract length: 12 months Pay: From $25.00 per hour Expected hours: 30 - 35 per week **Benefits**: - Dental care - Extended health care Work Location: In person