SDMM Office Administrator's main functions are to provide administrative support to all SDMM staff, provide positive client liaison, and make sure the administrative activities within the organization run smoothly. Additionally, they will perform various bookkeeping and accounting functions under the direction of the Accounting Manager.

Responsibilities

1. To be proficient with Microsoft Office software (Outlook, Word, Excel, Access, PowerPoint), Microsoft Windows operating systems, and the creation and handling of Adobe PDF files.
2. To be proficient with email, word processing, scanning, photocopying, filing and other general administrative duties.
3. Write business letters, reports or office memorandum using Microsoft Word.
4. Answer telephone inquiries from customers, direct all incoming calls to the appropriate personnel, attend to visitors and assist other staff in the organization with their inquiries.
5. To maintain the office telephone communication system and coordinate with service providers.
6. To maintain applicable knowledge of office computers, printers, fax machines and copiers and coordinate with service providers.
7. To manage incoming and outgoing mail, couriers and the preparation of transmittal's for office staff.
8. Create PDFs from Excel Time-sheets.
9. Scanning, hyperlinking, and filing invoices.
10. Disburse petty cash and prepare petty cash report.
11. Process credit card payments.
12. Sort Visa Statements and receipts - update excel spreadsheet.
13. Prepare the deposit by recording daily cheque's.
14. Keep the employee information spreadsheet current.
15. To maintain inventory over stationary, printing supplies, office supplies and safety equipment and order replacements on a regular basis.
16. To manage Purchase Orders as well as Surveying Association billing numbers.
17. Prepare HRM Subdivision forms.
18. Copy, fold/bind plans. Prepare plans for hanging.
19. Prepare paper and electronic files for all new Control Orders.
20. To coordinate regular office safety meetings for the identification of unsafe and impractical procedures and suggest practical alternatives to the designated Company Safety Coordinator. Ensure employee certificates do not expire.
21. To assist all staff with the preparation of project deliverables.
22. To perform filing, shredding and records management.
23. To carry out miscellaneous duties beneficial to the overall operation of the business.
24. To assist with scheduling and travel arrangements for staff related to SDMM projects.
25. To keep the office tidy and organized.
26. To be at the office at the designated time and have a presentable appearance.
27. To represent SDMM in a professional manner at all times.
28. To perform administrative & accounting duties as required by the Accounting Manager such as printing billing memos and invoicing.
29. To enter new jobs into the company database.
30. To maintain "Control Book" updating status of jobs.
31. To file correspondence and supplier invoices.
32. To be capable of finding the means to solutions.
33. To be proficient with company accounting software (Adagio) preferrable.

Qualifications

Minimum of 2 years experience preferred