administration coordinator

location: Edmonton, AB

Reports to: Principal in Edmonton, and the Controller

responsibilities include:

  • Manager Reception and Administrative functions in Edmonton

  • Coordinate Accounts Payable for Company

  • Project Maintenance in the Accounting system (Ajera)

General Administration Duties:

  • General office duties, including offering coffee to guests, tidy boardroom(s), unlock doors, check voicemail and forward emails/ faxes and update employee’s status in Outlook

  • Greet clients, escort them to boardroom and provide them with beverages

  • Operate multi-line switchboard; answer, screen and forward telephone calls

  • Provide directions and basic information to clients and public

  • Maintain telephone system; reset voicemails, change displays, assist employees with voicemail set up and contact maintenance company to coordinate extension moves and assorted issues

  • Schedule, clean and set-up boardroom(s) throughout the day

  • Schedule couriers throughout the day; in and out of the city

  • Receive, date stamp, sort and forward mail

  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies

  • Arrange catering for office meetings and events

  • Arrange and book; conferences, seminars & out of town travel (accommodations, car rentals, flights, etc.)

  • Monitor and arrange general building maintenance

  • Monitor usage and sign out sheets of company equipment

  • Provide assistance to administrative department and other staff when required

  • Prepare to assist in various areas of the business environment

  • Help organize and plan annual Open House, Christmas Party and employee social functions

  • Recommend and develop new processes, procedures or improvements to existing processes and procedures

  • Review all incoming vendor invoices.  Ensure properly authorized and attach requisition forms; forward to accounting for payment

Accounts Payable and Project Maintenance duties:

  • Improve and make efficient the Accounts Payables cycle

  • Enter accounts payable, ensure payables are approved by appropriate staff prior to payment

  • Cut checks for payables on a monthly basis

  • Project activation and closure in our Project Management Software (Ajera)

  • Respond to credit inquiries and checks

  • Issue WCB Clearance certificates and Insurance Certificates

Please submit your cover letter and resume to and indicate the position and location you are applying for in the subject line.