ClearStream Energy Branch Office Administrator (Temp) Full Time in Fort St John, BC

ClearStream Energy

Branch Fort St John BC CA

Branch Office Administrator (Temp)
Fort St John, BC

Word-processing and secretarial support as necessary for the area manager and project managers. This temporary position is covering for a leave of approximately…

This temporary position is covering for a leave of approximately 6 weeks.

As a Branch Office Administrator, with dual reporting to the Branch/Area Manager and the Regional Office Manager, this role requires administrative functions in support of the local office. The primary function of this role is to provide clerical and administrative support to ensure that administrative services are provided in an effective and efficient manner.

Key Responsibility Areas:
Providing administration support and assisting daily operations of the office such as;
opening and closing on a daily basis
professionally greet all guests and clients
answer general inquiries, assist in resolving issues/concerns or direct them to the appropriate resource.
responding to public or client inquiries
receive, direct and relay telephone messages, fax messages
maintaining a clean office atmosphere
assisting with maintaining the general filing system
word-processing and secretarial support as necessary for the area manager and project managers
assisting with the execution of orientations for future employees as required
assisting to ensure all hire on packages are accounted for and complete
assist with supporting other offices for coverage
word-processing and secretarial support for the area manager and project managers as necessary
providing any necessary training and coaching to other employees
ensure all processes are documented step by step for your position
Executing and assisting daily operations with time entry, project requirements and PO’s such as;
assist with organizing timesheets and employees as per their work department
assist with ensuring all employees/DSP’s time is captured, summarized on a daily roster and submitted to our Edmonton Central Time Entry and Billing team on a daily basis
upload all timesheets and roster to SharePoint daily
providing support to our Edmonton Central Time Entry and Billing team to ensure all employees/DSP’s are paid and charged our correctly
ensuring all pay rates and charge out rates are accurate and up to date
creation and monitor of third party field tickets
maintaining accurate documentation to charge to clients
assist with communications with clients as to billing purposes
assist with following up on overdue invoices as per month end reports
maintaining an accurate and up to date job detail listing of each department
provide various reports to the Project Managers for review
assisting in the Purchase Order process including ordering and monitoring completion
Assisting and ensuring weekly completion of our Accounts Payable process including:
ensuring invoices are date stamped and matched to PO’s
invoice coding is accurate
ensuring all invoices are logged into the AP log
ensuring all invoices are copied, separated for billing and saved to shared drive
providing any necessary training and coaching to other employees
Overseeing the maintenance of the office equipment and supplies including;
an adequate inventory of office supplies
monitor the use of supplies and equipment
coordinate the repair and maintenance of office equipment
Assist in the planning and preparation of office events such as;
meetings, conferences and conference telephone calls
maintain scheduling and event calendars
schedule and confirm appointments for clients, customers, or supervisors
liaising with staff in other departments and with external contacts

Knowledge, Skills and Abilities (KSAs):
analytical and problem solving skills
decision making skills
computer skills including the ability to use spreadsheet and word processing programs at a highly proficient level
superior communication skills with the ability to liaise with all levels of the organization
excellent telephone manner and customer service skills
ability to prioritize with strong multi-tasking abilities
strong member of a team
ability to work effectively under pressure and deadline restraints of different projects
work cooperatively with other employees, customers, clients and the public

Education and Experience:
A diploma in Office Administration would be considered an asset.
1-2 years of related office experience.

or proceed with Standard Application Form.

Employment Type: Full Time
Location: Fort Saint John, BC, CA
Posted on: 2015-09-24
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