Office Administrator

OVERVIEW

As a vital link between the operations and administrative teams, the Office Administrator brings their best every day to ensure that paperwork is complete, communication is clear, and processes are followed so the Team can function at peak efficiency. The ideal candidate will have a positive attitude, a team-first mentality, an obsession with accuracy, a desire to learn, a sense for identifying and implementing improvements, and a drive to get the job done.

KEY RESPONSIBILITIES

• Be the on-the-ground presence and point of contact to support operations and employees.
• Cultivate strong relationships with industry partners and customer administration teams (gatekeepers).
• Prepare weekly customer reports and distribute to customers.
• Data entry and filing of work tickets in the fleet (Fleetio) program and Excel spreadsheets.
• Work with accounting and sales to make sure invoices are signed and approved and accounts receivable is current.
• Manage monthly billing on rental as well as service (call outs) for both Tier-1 and direct-bill customers.
• Compare vendor equipment invoices against our records for accurate dates, rates, and equipment serial numbers.
• Assist accounting with customer invoicing and accounts payable.
• Assist with shop inventory counts.
• Ensure the white board is kept current.
• Manage office equipment and consumables such as printers, office supplies, etc.
• Assist with HR tasks such as scheduling training and supplying various HR documentation.
• Assist with marketing efforts and events including making reservations, organizing events, etc.
• Add value through problem solving, suggesting and implementing improvements, and being creative and adaptable.
• Perform as back-up person to pick-up urgent parts and other supplies.
• Other tasks as may be requested or assigned from time to time.

JOB QUALIFICATIONS

• High school diploma or equivalent
• 2+ years of experience in an office environment
• Experience with typical office productivity software (e.g., Microsoft Office)
• Experience with accounting/billing software
• Some local travel may be required