Job Summary:

Reporting directly to General Manager, the Office Administrator, Lynco will provide essential administrative support across various departments, ensuring smooth and efficient office operations. The Office Administrator will manage daily office tasks, including answering phones, responding to inquiries, coordinating meetings, and supporting both staff and leadership. The Office Administrator will also assist with billings, invoicing, assisting with customer account reconciliations, track equipment and fleet maintenance, support safety compliance activities and Human Resources tasks when required.

The incumbent will conduct all activities in a manner that supports the mission, vision and values of Lynco, as well as adherence to all established Policies and Procedures.

This permanent full-time salaried position is located in Lloydminster, AB and is based on forty (40) hours weekly.

Duties and Responsibilities:

Provide general administrative assistance to the office staff, including answering phones, handling inquiries, and responding to emails in a timely and professional manner;

Oversee switchboard operations, including receiving and directing calls;

Accept and distribute mail and courier packages, tracking packages as needed;

Support leadership by helping coordinate meetings, appointments, and daily office operations;

Record minutes during meetings, ensuring key action items and decisions are documented;

Track and follow up on action items from meetings and ensure tasks are completed;

Book hotels, transportation, and safety training sessions for staff as necessary;

Enter timesheets and data into the company systems accurately ensuring timely payroll processing;

Assist with client billing and invoices, ensuring all billing information is accurate and up-to-date for timely client payments;

Create and manage office supply inventories to ensure necessary materials are available for staff;

Assist Finance with customer account reconciliations and provide necessary documentation for audits;

Assist with monthly auditing variances, and other financial tasks as required;

Develop, coordinate, and update the construction schedule for internal projects and field operations, ensuring alignment with project timelines;

Track field tickets and ensure they are properly documented, processed and submitted;

Track fleet maintenance, ensuring all vehicles are properly maintained and serviced;

Assign equipment to team members and track equipment maintenance orders, ensuring that equipment is functioning properly;

Monitor equipment utilization and ensure that equipment is being used efficiently;

Update safety matrix and ensure all safety standards are met and adhered to;

Upload safety tickets and ensure that all safety records are up-to-date and compliant with regulatory regulations;

Coordinate and book safety trainings for staff as required;

Provide on-call dispatch services when required, coordinating immediate needs for field teams;

Assist with new hire orientation, including preparing necessary documentation and ensuring smooth onboarding.

Provide support to Human Resources department as needed; and

Other relatable duties as required.

Qualifications:

Post-Secondary Diploma in Business Administration, Office Administration, or relevant discipline, along with two (2) years administrative experience is required; or equivalent combination of education and experience;

An equivalent combination of post-secondary education in Business Administration, office administration, or relevant discipline, along with four (4) years of administration experience may be considered;

Valid Class 5 Alberta Drivers License, along with a 5-year clean drivers abstract is required;

Criminal Record Check is required;

Time management skills and the ability to prioritize activities;

Flexibility to be able to move between activities and duties quickly when priorities change;

Evidence of the practice of a high level of confidentiality;

Excellent problem-solving skills with the ability to envision and deliver innovative solutions;

High energy level, ability to multitask, establish priorities, work independently or in a team environment;

Must be decisive and work well under pressure particularly when faced with an unexpected occurrence or delay;

Must be proficient will all Microsoft office suite applications;

Excellent written and oral communication and interpersonal skills with ability to listen effectively, respond appropriately, and maintain mutual comfort level while relating to a diverse workforce.

Qualified status with the Mtis Nation of Alberta or fluency in Dene Cree are preferred candidate traits. We appreciate the interest of all applicants; however, only those individuals selected for interviews will be contacted.