Office Manager/Receptionist
H2O Energy Services Ltd./ WTR Transfer Services Ltd/ - Grande Prairie, AB

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H2O Energy Services is currently seeking an Office Manager/Receptionist for our Clairmont, Alberta location.

Summary: The Office Manager/Receptionist’s primary responsibility is to assist and support the Area Manager with the detailed processes, procedures, and analysis in running their area operations as a complete business unit. This individual maintains records for accuracy of revenue, expenses, assets, rentals, labor costs, and overall financial performance analysis. The Office Manager/Receptionist will also be responsible for office administrative duties.

Essential Duties and Responsibilities:
Assist the Accounting Department:

  • Revenue

-Maintain job summary spreadsheet daily
-Invoice the customer within three days from the date of job completion

  • Expenses

-Create “Purchase Orders” for every expense purchase request
-Create “Authorization for Expenditures” for every asset purchase request
-Code all purchases

  • Assets Tracking
  • Rental Equipment Log

-Maintain the rental equipment spreadsheet

  • Month end related duties

Assist the Human Resources Department:

  • New Hire paperwork and orientation
  • Monitor daily hours for each employee
  • Monitor and record allocation of labour costs
  • Prepare accruals at month-end for the hourly employees
  • Monitor uniforms – purchase/rentals and related costs

Office Administration:

  • Greet all visitors by offering refreshments, inform the appropriate staff of their arrival
  • Manage switchboard, routing calls as appropriate
  • Receive incoming packages and prepare outgoing packages
  • Deal with all inquiries via phone, email and general correspondence
  • Manage procurement of all office and kitchen supplies
  • Compiles and maintains an up to date directory of telephone numbers and email addresses
  • Ensure reception area is kept tidy and organized
  • Administrative duties as required

Job Requirements:

  • 2-5 years of office administration/accounting experience
  • Must possess valid driver’s license and be eligible to drive a company vehicle according to company's guidelines.
  • This position requires self-awareness and initiative.
  • Demonstrated ability to provide the highest level of customer service to internal and external customers.
  • Excellent interpersonal and communication skills and attention to detail.
  • Strong skill in MS Outlook, Word, Excel, PowerPoint and outlook.
  • Strong written and oral communication skills including professional telephone etiquette.
  • Ability to multitask and manage a fluctuating workload.
  • Ability to work in a team environment.
  • Ability to handle confidential and sensitive information with discretion.
  • Ability to multi-task, manage changing priorities and work independently with little or no supervision.
  • Ability to follow verbal and written instructions.

Physical Demands:

  • Ability to lift 1-15 lbs.
  • Involves sitting at a desk for extended periods of time.
  • Manual dexterity to operate specialized equipment.
  • Ability to hear telephone conversations and speak clearly.
  • Needs high degree of concentration in a busy area.

Work Environment:

  • Monday through Friday, over-time as required.
  • Primarily working in an office environment, but may be required to observe field operations in varying environment conditions.