New Job Office Administrator In Alberta

Handles all facilities needs as it relates to maintenance requests, parking, cleaning, garbage disposal, and fire drills.

Works with Building Management in regard to maintaining up to date Tenant Contact List, Fire Warden records, Chargeback Invoices and annual parking audits.

Coordinates with head office Facilities on all matters relating to office space and furniture as well as assisting to implement, manage and prioritize all phases of facilities expansion and office construction.

Liaises with head office Systems division to ensure employees have the appropriate computer equipment, including ordering and the set-up of all office PCs/Monitors, phones and headsets, as well as provides troubleshooting assistance to staff.

Coordinates all management(s) mobile telephone accounts, services, payments and support.

Assists in the onboarding process for new hires (complete all Corporate Lan Admin forms and ensure new hires complete all applicable payroll and benefits forms on time and returned to HR), as well set up workstations for new employees.

Prepares all office related bills for payment and or authorizes all bills for payment as appropriate.

Tracks and maintains Calgary Regional departmental budgets, as well as maintain detailed records of expenses associated with yearly office budget.

Coordinates Head office visits at the Calgary office – planning and booking of training sessions with Calgary staff.

Administers the key card process for all staff and guests through FANA.

Orders office supplies for all departments.

Works with outside vendors to negotiate/re-negotiate contracts (Iron Mountain, Telus, Bell, Garda, postage, etc.).

Acts as Representative on joint committees (Health & Safety Committee, social, etc.)

Implements improvements to process.

Provides support to the SGI CANADA management.

Coordinates meetings, reservations and travel arrangements.

Processes Workday Transactions for management (Per diems, expenses).

Prepares all management expense accounts (Pcard) on a monthly basis and ensures appropriate approvals are obtained, and attends to payment of invoices.

Provides records management support to ensure the effective management, maintenance, retrieval, disposition and preservation of files.

Prepares Fed Ex, Canada Post and Purolator packages for pick up and manages mailing costs.

Participates in special projects as assigned by the members of Management (Broker Council).

Responsible for the organization of the Business Continuity Plan (BCP) for the Calgary office. Acts as a HR resource and provides support, guidance, advice and direction to the staff.

Actively contributes to and supports a culture of a high performing workforce.

Participates in divisional succession plans, ensuring ongoing professional and career development and supports development in others.

Supports a culture of leadership and accountability to effectively deliver on strategic and corporate strategies.

Is actively committed to leadership development across the company, supporting employees and workforce readiness through mentoring, training and developmental opportunities.

Enables the success of programs and policies that are in alignment with corporate, strategic and divisional strategies.

Manages risk in area of authority.

Ensures that the Health, Safety and Emergency Management Policy is applied in area of responsibility.

One-year certificate from an accredited post-secondary institution in a relevant field of study such as Business or Office Administration.

1 – 2 years’ experience in an office environment.

Knowledge of facilities management and processes.

Knowledge of corporate office protocols and administrative expertise.

Knowledge of administrative procedures and systems including Microsoft Office suite— Word, Excel, PowerPoint.

Knowledge of records management.

Skill in time management and ability to multi-task and prioritize work.

Skill in proofreading with acute attention to detail.

Ability to prepare and/or disseminate information dealing with confidential and sensitive matters.