Office Administrator

Job Summary

Reporting directly to General Manager, the Office Administrator will provide essential administrative support across various departments, ensuring smooth and efficient office operations. The incumbent will manage daily office tasks, including answering phones, responding to inquiries, coordinating meetings, and supporting staff. The Office Administrator will assist with billings, invoicing, account reconciliations, track equipment and fleet maintenance, safety compliance activities and other tasks when required.

The incumbent will conduct all activities in a manner that supports the mission, vision and values of Lynco, as well as adherence to all established Policies and Procedures.

This temporary full-time position is located in Lloydminster, AB and is based on forty (40) hours weekly.

Duties and Responsibilities

• Provide general administrative assistance to the office staff, including answering phones, handling inquiries, and responding to emails in a timely and professional manner.
• Record minutes during meetings, ensuring key action items and decisions are documented.
• Book hotels, transportation, and safety training sessions for staff as necessary.
• Enter timesheets and data into the company systems accurately ensuring timely payroll processing.
• Assist Finance with customer account reconciliations and provide necessary documentation for audits.
• Develop, coordinate, and update the construction schedule for internal projects and field operations, ensuring alignment with project timelines.
• Track fleet maintenance, ensuring all vehicles are properly maintained and serviced.
• Monitor equipment utilization and ensure that equipment is being used efficiently.
• Update safety matrix and ensure all safety standards are met and adhered to.
• Upload safety tickets and ensure that all safety records are up-to-date and compliant with regulatory regulations.
• Coordinate and book safety trainings for staff as required.
• Provide on-call dispatch services when required, coordinating immediate needs for field teams.
• Inventory processing, including PO's and auditing monthly variances.
• Processing and administering quotes.
• Maintaining safety stats and updating external organizations (ISN, Comply Works, etc.).
• Customer account reconciliations, including accounts receivable and payables.
• Maintain and track daily field tickets and LEMs.
• Timesheet entry as needed.
• Assist with new hire orientation, including preparing necessary documentation and ensuring smooth onboarding; and
• Other relatable duties as required.

Qualifications

• Post-Secondary Diploma in Business Administration, Office Administration, or related field is required.
• Two (2) years of administrative experience is required.
• An equivalent combination of post-secondary education and experience may be considered.
• Valid Class 5 Alberta Driver's License, along with clean drivers abstract is required.
• Criminal Record Check is required.
• Time management skills and the ability to prioritize activities.

• Flexibility to be able to move between activities and duties quickly when priorities change.

• Evidence of the practice of a high level of confidentiality.

• Excellent problem-solving skills with the ability to envision and deliver innovative solutions.

• High energy level, ability to multitask, establish priorities, work independently or in a team environment.

• Must be decisive and work well under pressure particularly when faced with an unexpected occurrence or delay.

• Must be proficient will all Microsoft office suite applications; and

• Excellent written and oral communication and interpersonal skills with ability to listen effectively, respond appropriately, and maintain mutual comfort level while relating to a diverse workforce.