Office Administrator

Millennium EMS Solutions Ltd.; Sherwood Park; On-site; CAD 40,000 - 55,000; Full time

Job summary

Millennium EMS Solutions Ltd. recherche un Office Administrator pour son bureau de Sherwood Park. Le candidat idéal sera le premier point de contact pour les visiteurs et fournira un soutien administratif dans divers domaines, garantissant le bon fonctionnement des opérations du bureau. Une expérience préalable dans un rôle administratif et une maîtrise des outils Microsoft sont préférées. MEMS offre un environnement de travail stimulant et des opportunités de croissance.

Benefits

Comprehensive benefits package

Employee share-ownership plan

Flexible hours

Employee wellness programs

Qualifications

• Expérience avec Microsoft Office 365 est nécessaire.
• Connaissances en gestion des dossiers sont un atout.
• Capacité à travailler dans un environnement rapide et à gérer des interruptions.

Responsibilities

• Première personne de contact pour les visiteurs et tâches administratives multiples.
• Assurer la maintenance des niveaux d'inventaire et soumettre les commandes.
• Planifier des réunions et préparer des documents confidentiels.

Skills

Organizational skills

Interpersonal skills

Problem-solving skills

Attention to detail

Communication skills

Education

Completion of Grade 12 or related administrative certificate

Tools

Microsoft Office 365

SharePoint

Job description

Join to apply for the Office Administrator role at Millennium EMS Solutions Ltd.

Join to apply for the Office Administrator role at Millennium EMS Solutions Ltd.

This position is the first point of contact for visitors to MEMS’ offices provides administrative and production support to the organization. This is a demanding multi-disciplinary role that will be fulltime to ensure that the Sherwood Park office is operating in accordance with MEMS’ requirements. Duties include but are not limited to : maintaining office equipment and supplies, undertaking reception duties, assisting project personnel in multiple areas including setting up meetings and corporate event planning.

Key Responsibilities

• Answer incoming calls, respond accurately to general inquiries and requests for information.
• Greet and welcome guests, direct visitors to follow appropriate safety protocols and to the appropriate person / office.
• Assist in maintaining office security by following procedures and controlling access via the reception desk (monitor logbook, request security fobs).
• Redirect inquires to the appropriate person / department as needed.
• Monitoring multiple email inboxes regularly throughout the day, ensuring prompt and accurate responses to inquires and / or requests for assistance.
• Completing office administration services for other office locations including remote locations as needed.
• Assisting with the planning and preparation of meetings while maintaining appropriate levels of confidentiality and discretion. This may include : assisting with setting up meeting rooms and catering, clean up, recording meeting contents and taking attendance as directed.
• Receiving and signing for letters, packages and other deliveries, distributing mail, processing courier packages, etc.
• Maintaining and tracking inventory levels monthly, accurately submitting POs to order office, coffee and other supplies as needed, while remaining fiscally responsible.
• Execute the purchase of various items on behalf of the organization including conference registration, employee gifts, etc. adhering to budget approval processes.
• Ensure proper operation of office equipment, coordinate repairs and maintenance as needed.
• Working cooperatively with other members of the Corporate Services and Project Services teams to ensure consistency and accuracy in procedures and processes by updating as required in consultation with the Administrative Operations and Production Lead and other team members.
• Ensure all common areas are tidy and presentable, including supply rooms and kitchen(s).
• Update floor plans, dietary needs list and other general office documentation. Update monthly office capacity tracker.
• Assist in the maintenance of general company information, such as employee information, floor plans, and key contacts and supplier information.
• Liaise with the building management regarding building maintenance issues and with the office cleaning staff. Seeks direction from Manager, Corporate Services and Facilities if needed.
• Supports the other Office Administrators in hotel and travel bookings (including flights) for technical staff.
• Support Onboarding of new employees, ensure that new hires orientation is complete and assist People & Culture as necessary in Onboarding process.
• Assist Administrative Operations and Production Lead and the Manager, Corporate Services and Facilities with event planning, operational initiatives and other special projects as required.
• Disseminating and preparing files for archiving / destruction, as requested.
• Other duties as assigned.
• Provide administration and production support conjunction with the Production Department. This may include working with corporate templates, formatting deliverables to MEMS Corporate standards, or other related documents.

Education And Experience

• Completion of relevant education is preferred (e.g., Successful completion of Grade 12 and / or working towards a related administrative certificate from an approved business college / institute..
• Experience working with Microsoft Office 365 Suite of products.
• Knowledge of general records management practices.
• Experience working with SharePoint is considered an asset.

Other Knowledge And Skills

• Ability to work in a fast‐paced environment and handle frequent interruptions while adapting quickly to changing needs and requirements.
• Strong interpersonal, organizational, analytical and problem-solving skills.
• Ability to take direction and guidance from multiple sources.
• Ability to handle confidential and sensitive information.
• Use of discretion and independent judgment in dealing with common issues, or escalating problems to the appropriate person as necessary.
• Ability to work with minimal supervision independently, as well as in a team.
• Ability to multi‐task and work well under pressure.
• Excellent verbal and written communications skills.
• Strong and consistent attention to detail.

Working Conditions

• normal office environment that requires sitting for extended periods of time;
• prolonged exposure to computer keyboards and computer screens;
• manual dexterity required to use laptop and peripherals; and
• sometimes requires long hours of work.

About MEMS

Millennium EMS Solutions Ltd. (MEMS) is an employee-owned environmental consultancy providing environmental, health and engineering services across western Canada since 1998. We are known for our credibility, integrity, technical competence, and our talented staff. We meet and exceed the needs of our client’s projects because we are prepared technically, professionally, and logistically. We are delivery-oriented and deliver superior, cost-effective services.

Why Choose MEMS?

MEMS Believes In Supporting Employees In Achieving Their Career Goals While Maintaining a Healthy Work-life Balance. In Addition To Rewarding Job Opportunities, We Offer An Attractive Employee Package, Including

• Comprehensive benefits package including flex benefits for extended health care, dental care, vision, life insurance, short term disability insurance, long term disability insurance, critical illness insurance and accidental death and dismemberment insurance
• Employee share-ownership plan
• Group RRSP matching plans
• Employee wellness programs
• Flexible hours
• Compensation for subscription and accreditation fees

Equal Opportunity Statement

MEMS practices equal opportunity and fair hiring practices when filling positions and will hire the most qualified individuals based on their knowledge, skills, abilities and other competencies. MEMS has adopted this philosophy to ensure all employees, and potential candidates are considered for employment opportunities through a consistent, fair and barrier-free approach.

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Seniority level

Seniority level

Entry level

Employment type

Employment type

Full-time

Job function

Job function

Administrative

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