Office Administrator - Fulltime (Burnaby BC)

Office Administrator - Fulltime (On-Site), Burnaby BC About EMB MB 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. Why join EMB? 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 customer service skills. * 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 * Senior Management at EMB * Finance Department at EMB Outside Contacts: * Clients * Sub-consultants * Contractors * Vendors

The Office Administrator serves as the primary point of contact for the office, managing daily operations, reception, and facility maintenance. They also provide essential administrative and financial support, including data entry, expense reconciliation, and report preparation for the Finance department.

Candidates should have previous experience in an office administration or reception role with strong proficiency in Microsoft Office, particularly Excel. The ideal applicant must demonstrate excellent organizational skills, the ability to multitask, and a high level of accuracy in financial documentation.

• Gestion du tempsSouhaitée
• Service à la clientèleSouhaitée
• Résolution de problèmesSouhaitée
• Souci du détailSouhaitée
• Microsoft ExcelSouhaitée
• Saisie de donnéesSouhaitée
• Microsoft WordSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Office Administration
• Microsoft Excel
• Microsoft Word
• Data Entry
• Financial Reporting
• Accounts Payable
• Accounts Receivable
• Customer Service
• Time Management
• Multitasking
• Communication Skills
• Attention To Detail
• Expense Reconciliation
• Scheduling
• Problem Solving
• Database Management
• Promotional Materials
• Administrative Support
• Electronic Communication
• Organizational Skills
• Expense Reports
• Newsletters
• Valid Driver's License
• Planning
• Microsoft Access
• Research
• Accounting
• Reconciliation
• Management
• Spreadsheets
• Clerical Works
• Communication
• Bond Credit Rating
• Data Validation
• Image Editing
• Finance
• Pivot Tables And Charts
• Experience Design
• Financial Data
• Financial Statements
• Marketing
• Innovation
• Interpersonal Communications
• Invoicing
• Project Management
• Microsoft Office
• Operations
• Proactivity
• Quality Assurance
• Collaboration

• Administrative
• Finance & Accounting
• Customer Service & Support
• Management & Leadership
• Energy
• Office Administrator
• Office Manager (General)
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers

Expérience minimale

2+ ans

Langue de l’offre

anglais

Heures de travail

40 heures par semaine