Office & AP Administrator

ITC Construction•Calgary, AB

2d•CA$55,000 - CA$65,000

About The Position

As an Office & AP Administrator at ITC Construction, you will be responsible for managing the front desk and ensuring the smooth day-to-day functioning of the regional office. This role provides administrative support to the office management team, delivers exceptional customer service at the front desk, and includes accounts payable responsibilities. The position requires strong organizational skills, attention to detail, and the ability to communicate effectively with internal staff, vendors, and clients.

Requirements

2-3 years of experience in office administration or front desk role; experience in construction industry preferred.
Basic knowledge of accounts payable processes.
Proficiency in Microsoft Office Suite and familiarity with office equipment.
Strong organizational and time management skills with attention to detail.
Excellent communication and interpersonal skills.
Ability to work independently and as part of a team in a fast-paced environment.

Responsibilities

Serve as the first point of contact for visitors and incoming calls; greet guests and answer phones in a professional and friendly manner.
Manage front desk operations, ensuring a welcoming and organized reception area.
Handle incoming and outgoing mail, courier packages, and emails; ensure timely distribution.
Maintain a clean and organized office environment, including common areas and meeting rooms.
Coordinate meeting logistics, including room bookings, refreshments, and preparation of agendas.
Order and maintain office supplies, furniture, and equipment; liaise with building management as needed.
Organize travel arrangements and assist with company events.
Provide clerical support to the Operations team, including document preparation, data entry, and filing.
Maintain and update office directories and project records
Process vendor invoices, ensuring accuracy and compliance with company policies.
Match invoices to purchase orders and delivery receipts.
Prepare and code invoices for approval and entry into the accounting system.
Monitor and follow up on outstanding invoices and discrepancies.
Assist with month-end reporting and reconciliation as required.