Office Administrator - Fulltime (Burnaby BC)

EMB Management Ltd.; Burnaby; On-site; CAD 50,000 - 60,000; Full time

Job summary

EMB Management Ltd. is seeking an Office Administrator for our Burnaby, BC office. This full-time, on-site role supports all aspects of the business, handling front-desk duties, scheduling, and clerical tasks to keep operations running smoothly.

The ideal candidate will have strong organizational and communication skills, be detail-oriented, and capable of multitasking across departments, including Finance and Project Management.

Qualifications

• Previous experience in an office administrator, reception, or customer service role.
• Proven organizational skills and ability to multitask on multiple projects.
• Strong Microsoft Office skills including Excel and Word.

Responsibilities

• Provide front-line interaction for guests, employees, clients, and vendors.
• Coordinate office activities and provide clerical and administrative support to departments.

Skills

Organizational skills

Multi-tasking

Microsoft Excel

Office coordination

Tools

Excel

Word

Job description

Office Administrator - Fulltime (Burnaby BC)

Full Time Equivalent Exec & Admin Support EMB Burnaby, Burnaby, BC, CA

Salary Range: $50,000.00 To $60,000.00 Annually

Office Administrator - Fulltime (On-Site), Burnaby BC

About EMB

EMB Management Ltd. provides engineering, project management and quality assurance services to energy, utilities, and infrastructure clients in Western Canada. We're client focused and believe that our success is due to the unique experience, skills, and commitment of our team.

We are a growing company, dedicated to an open, innovative, and collaborative team culture. As an office administrator, you will work with all aspects of EMB's organization and may interact with our clients and sub-consultants to ensure a variety of critical processes are running smoothly.

About the role

The Office Administrator is an integral member of the company, responsible for providing support to all aspects of the business. This position is a full-time, in-person role at our Burnaby office location and serves as the front line interaction for guests, employees, job candidates, clients and vendors. They will act as a first point of contact both in-person and online, and provide general information to staff, clients, and the public relating to their questions, concerns, or suggestions. They will coordinate office activities and operations while providing clerical and administrative support to various departments, including Finance. The ideal candidate will be a problem-solver who has excellent communication skills and impeccable attention to detail. The ability to multitask, manage complex schedules, and meet changing deadlines is essential for the position.

Responsibilities:

• Serve as the eyes and ears of the office, providing information, answering questions, and responding to requests.
• Keep the office clean, stocked, and organized.
• Manage office access via the key fob system, assigning and/or revoking fobs and maintain the database to ensure all fobs are accounted for and properly documented.
• Directs office activities and functions to maintain efficiency and compliance with company safety policies.
• Oversees the company phone number, shared mailboxes, and physical mail reception and distribution.
• Maintains records, documentation, course assignments and other employee information in our dedicated database.
• Maintains the company's mobility portal and hardware needs.
• Oversee the company's LinkedIn profile.
• Assists with internal and external group events and promotional activities including planning, organization and ordering food or promotional materials/supplies.
• Assists other staff with their assigned duties, particularly when more time-sensitive or detail-oriented work is required.
• Assists with travel research and booking.
• Assist with jobsite administration duties, such as timesheet completion, expense reconciliation, or other logs that need to be maintained.
• Support the Finance department with day-to-day financial administration tasks, including data entry, report formatting, and document organization.
• Prepare, maintain, and update Excel-based financial reports and tracking spreadsheets using formulas, pivot tables, and other advanced functions with a high degree of accuracy.
• Assist with accounts payable and receivable processes, including processing invoices, tracking payments, and following up on outstanding items.
• Reconcile expense reports and corporate credit card statements, flagging discrepancies for review.
• Compile and organize timesheet and financial data to support month-end processes.
• Other responsibilities as assigned.

Qualifications:

• Previous experience in an office administrator, reception, or customer service role.
• Proven organizational skills, able to handle multi-tasking on multiple projects.
• Ability to prioritize workload and manage their own time.
• Ability to work independently as well as in a team environment.
• Strong working knowledge of Microsoft Office suite, particularly Excel and Word.
• Proficiency in Excel, including formulas, pivot tables, conditional formatting, and data validation, with a strong emphasis on accuracy.
• Demonstrated willingness to be flexible and adaptable to changing priorities.

Preferred Qualifications

• Familiarity with online ordering and evaluating costs.
• Drivers license for various pick ups/supply runs.
• Marketing or promotional event experience.
• Design or digital editing experience (pamphlets, newsletters, etc).
• Experience supporting a finance or accounting function.

Skills

• Outstanding organizational and planning skills with the ability to manage and prioritize multiple details, tasks and projects and co-ordinate resources to achieve goals.
• A strong communicator with integrity and excellent interpersonal skills.
• Attention to detail in both the physical office space and in all aspects of electronic communication and documentation.
• Numerically confident, with the ability to work carefully and accurately with financial data.
• Ability to collaborate with multiple levels of the organization.
• Takes initiative to improve the workspace and identify opportunities to streamline processes.

Working Relationships

This position works frequently with:

• Engineering, Project Management and Field Services teams at EMB
• Finance Department at EMB Outside Contacts: