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Operations Admin & Reception

Professional

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Location Employment Type Start Date End Date Salary Range
Edmonton, Alberta Full-time Immediately No End Date

General Description

Position Summary

Reporting to the Fleet/Service Manager, this position is responsible for the all day to day Operation Admin support and reception duties.

Responsibilities

Key Duties and Responsibilities

Operations Admin

  • Formalize tracking and job cost coding of all spend in all facilities to be used in reconciliation at month end
  • Management of daily reports, task lists, filing of into the appropriate folders
  • Assist in developing a CMMS system internally that tracks maintenance of assets
  • Update Xnet regularly with the aid of the Service/Fleet Manager input for asset tracking
  • Report trends for spend on using the data from tracking facility operating expenses
  • Gather weekly service/parts requests and ensure action is taken on them working with the warehouse and fleet team.
  • Assist in gathering quotes, preparing bid letters for services when new builds are sanctioned.
  • Purchase Order preparation with support and approval of the Fleet/Service Manager
  • Support for the Service/Fleet Manager in all capacities to add value and assist in keeping our facilities running efficiently 
  • Fleet vehicle tracking, recording of activities, filing of records into filing system
  • Assist the Manager with scheduling of Field Technicians shifts and locations, along with working with the Logistics Team for staff transportation

Reception and Office Administration

  • Greet and attend to visitors and clients in the utmost professional and courteous manner.
  • Answer all incoming phone calls and transfer them as required.
  • Receive, organize and distribute incoming mails packages and faxes.
  • Ensure all outgoing mails and packages are properly labelled and coordinate with shipping provider on shipping dates and methods.
  • Maintain a general filling system for contracts, reports, and other business correspondences. 
  • Coordinate the setup, maintenance and repair of office equipment.
  • Other office duties as required.

Qualifications

Requirements

  • A minimum of 1 - 2 years reception and office administration experience
  • Post-secondary education in business administration, and/or other relevant disciplines
  • Ability to work independently and as a team player
  • Excellent verbal and written communication skills
  • Excellent organizational and time management skills
  • Ability to work in a dynamic, fast paced environment with constant changing priorities
  • Proficient in computer software and hardware applications such as Microsoft Office, networks, databases, extranet, printer, scanner, etc.
  • Ability to present and demonstrate high level of professionalism

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