Administrative Assistant

AGAT Laboratories•Calgary, AB

24d•Onsite

About The Position

The Administrative Assistant is a position serving administrative functions across various departments and divisions. This role will be based at our Calgary location. The administrative assistant provides support to our Management, Marketing, and Business Development teams along with other administrative functions.

Requirements

Minimum of 3 years of experience in an administrative support role, preferably in a corporate environment.
Confident computer skills (Outlook, Microsoft Office and Excel)
Excellent communication skills with clients and members of the team, both verbal and written
Excellent planning, organization, decision making and time management skills
Attention to detail for routine tasks and commitment to quality standards
Ability to work well under pressure, handle multiple tasks within a fast-paced environment
Exhibit patience and customer rapport building expertise
Position may entail exposure to confidential and sensitive information; confidentiality required

Responsibilities

Coordinate and manage the organization's vehicle fleet, including registrations, maintenance scheduling, fuel cards, insurance documentation, and vehicle assignments.
Liaise with employees, vendors, and service providers regarding fleet-related matters.
Maintain accurate fleet records and prepare periodic reports as required.
Administer and maintain the corporate travel booking portal.
Assist employees with travel bookings and resolve travel-related inquiries.
Ensure travel arrangements comply with corporate policies and approved procedures.
Coordinate the administration of corporate credit card programs.
Review, reconcile, and process monthly corporate credit card statements and supporting documentation.
Follow up with cardholders regarding outstanding receipts or discrepancies and ensure timely submission of expense information.
Create and process purchase requisitions on behalf of the Accounting team and other departments as required.
Provide administrative support for accounts payable and other accounting functions, as needed.
Maintain the organization's rent and lease schedule, ensuring accuracy and timely updates.
Coordinate communications and documentation with landlords and property management representatives.
Monitor lease obligations, renewal dates, and rent payments, and provide reminders and reports to management.
Prepare and maintain various reports, schedules, and tracking spreadsheets.
Organize and maintain electronic and paper filing systems in accordance with company record retention practices.
Provide general administrative support to the Accounting team.
Perform other related duties and special projects as assigned.