Operations Administrator

SCOPE OF POSITION

The Operations Administrator will be responsible for maintaining the overall flow of office operations, and supporting the Administrative, Operations, and Projects teams. This includes acting as the first point of contact for employees and external stakeholders to effectively streamline communication. The Operations Administrator will provide an array of support services to several departments to help maximize productivity.

ROLES, RESPONSIBILITIES & EXPECTATIONS

Reception & Office Administration

• Create a welcoming environment by greeting guests and directing as required to relevant company personnel.
• Answering the office telephone, dispatching calls, taking, and distributing messages and checking the general voicemail
• Receive and ship packages via various couriers. This includes preparing and/or sign off on shipping documents (i.e. bills of lading, barcode labels, invoices, etc.)
• Maintain office inventory supply levels.
• Engage and manage customs brokers and broker agents to facilitate transborder shipping.
• Support conference registrations & professional development tracking.

Onboarding

• Work with the HSE and HR teams to ensure new staff are welcomed to the company and the process is efficient and enjoyable.
• Ensure all new hire's information is collected prior to onboarding:
• Training certificates
• Travel information.
• PPE and coverall sizing

HSE Administration

• Support HSE and Operations in maintaining personnel training records with routine audits of individual training profiles.
• Book 3rd party training and medical tests
• Prepare and update Site EHS plans.

Accounting Administration

• Perform weekly credit card reconciliations.
• Business unit-wide management of Harmony Purchase Orders including creating PO's, change orders, PO receipts, and coordinating with accounting to ensure payment.
• Support the Project Team with daily, weekly, and monthly accounting tasks.
• Work with the Project Coordinator to submit grant applications. Track and follow up to recover expenses.
• Provide support to the Travel and Logistics Coordinator as required with booking flight and accommodations.
• Support Projects team with document control, site access, and other administrative support as required.

SKILLS, QUALIFICATIONS AND EXPERIENCE REQUIRED

Education Requirements

• Post-secondary diploma/Certificate from an accredited college, university or technical institution

Experience Requirements

• 2+ years of relevant administrative experience.

Technical Requirements

• Proficiency in Microsoft Excel, Word and internet applications a must.
• Excellent written and verbal communication skills.

Soft Skill Requirements

• Must possess strong work ethic and represent the company in a professional manner.
• Must be able to establish and maintain effective working relationships.
• Must be responsible and work well independently or in a team setting with minimal supervision.
• Must enjoy performing a wide variety of duties and be able to manage multiple tasks and priorities.
• Demonstrate flexibility and adaptability to changes in business processes, goals and priorities.
• Ability to take direction and feedback from senior, contemporary and junior staff.
• Strong interpersonal skills with the ability to develop and maintain relationship with clients, suppliers, and partners.

ConeTec is an equal-opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status, or any other status protected by applicable law.