Description
Career Opportunity:
We have an exciting opportunity for an Office Administrator in our Calgary office. Reporting to the Lead Operations Administrator, the successful candidate will be accountable for administrative support in the areas of client project work and general office administration. This role also supports our Engineering, Automation and Technical Field Services Operations and plays a key role in ensuring superior client experiences internally and externally.
Accountabilities
Accountabilities:
Project Specific Administrative Support
Opening and updating projects in ERP (Deltek/ NetSuite)
Manage scheduling needs and reports in FindMyShift
Coordinate domestic and international travel arrangements (airfare, accommodations, car rentals etc)
Assist with client’s site-specific onboarding requirements
Coordinate vault shutdowns with BC Hydro
Customization of employee resumes to highlight specific project skills
Handle internal inquiries requiring investigation and follow-up
Create, format and edit various files including Microsoft Office and pdf documents
Upkeep and filing of hard-copy safety and daily-use forms
Deploy and compile client feedback surveys
Assist in preparing quotes, reports, data books, construction packages, document review packages, tender packages and quotation documentation
General Office Administrative Support
Answer, screen and transfer inbound calls and walk-ins to appropriate departments
Handle incoming and outgoing mail and courier deliveries
Expense reconciliation for staff from multiple regions
Credit card reconciliation
Assist new hires with department orientation and onboarding
Sourcing, preparing and distributing PPE kits for Technical Field Service staff
Oversee daily facilities of the office, including upkeep of supplies and stationary inventory
Coordinate office and team building events
Assist all office staff with administrative duties
Collaborate with all Magna admins to create efficiencies and best practices
Work on special projects such as developing business processes, procedures, manuals
Provide back up support and vacation coverage to other regional offices
Required Skills and Qualifications
Required Skills and Qualifications:
5+ years of administrative experience
Superior communication skills both oral and written
Advanced computer experience in Microsoft Windows, Microsoft Office, and PDF creator applications
Advanced knowledge of databases and ability to mine and analyze data (Excel, Query, Access)
Strong analytical and organizational skills
Ability to work well in a team environment, developing relationships between multiple organizational areas
Adaptable and willing to change proactively
A positive, “can-do” attitude and client internal and external) focused approach
Experience working in an Engineering, Field Services, or other professional environment would be an asset
We thank all interested applicants however, only qualified candidates will be contacted.
About us
Magna IV Engineering is a power & automation solutions provider, founded in 1982. We are specialists in Electrical Engineering, Automation Solutions, and Technical Field Services.
Our focus and robust team composition enables us to deliver superior client experiences across a host of industry segments. Some of our clients have been seeking our expertise since our inception.