Job Description

Position:

Office Administrator

Location:

Calgary, Alberta (In-Office Position)

Company Overview:

Challenger Geomatics Ltd is an employee-owned land surveying firm with a strong track record for recognizing and retaining talent and providing quality innovative solutions to our clients. Our team of talented professionals uses the latest technology to deliver land surveying, mapping and remote sensing services. We work hard to understand the needs of our clients and deliver exceptional service to support the successful delivery of their projects. We offer our employees competitive compensation along with health and dental benefits, RRSP matching, work-life balance initiatives, and much more. Join our team today!

Position Overview:

The office administrator is responsible for providing a broad range of administrative support services including customer invoicing, related report preparation and providing assistance/information to General Manager and Corporate Accounting.

Specific Accountabilities (not all-inclusive)

Performs accounting duties for the office including controlling and balancing petty cash, depositing customer payments, entering field bi-weekly expense reports and ap invoice forwarding. Manages the front desk including switchboard, outgoing mail and couriers and stocking office supplies. Tracks disbursements by entering in accounting software. Assists in the upkeep and maintenance of the office facilities, furniture and equipment by addressing and resolving leasehold issues with the landlord, utility issues with service providers, and housekeeping issues with janitorial services.

Specific Accountabilities - Invoicing

Sets up draft client invoices and submits to Project Managers for review Follows schedule and deadlines for preparing and delivering invoices Receives revised/approved draft invoices from Project Managers and completes changes as indicated Invoices clients on a bi-weekly basis, and as required by Project Managers Maintains an organized work area and ensures all paper items and back up are filed immediately Tracks work orders/LEM's as required and assists in receiving client's signed approvals Submits all write offs for approval prior to final invoicing Maintains a monthly "unbilled list" for management and accounting review after monthly cut off periods Maintains a good working relationship with all Project Managers in assisting with any other duties they may require Assists clients in a friendly manner and efficient matter with any billing concerns they may have Provide unbilled or billed to date totals as requested Ensures and updates all client billing information into accounting software Leads collections of AR for invoices done from the local office including holding collections meetings internally and following up with clients on outstanding amounts

Qualifications:

College certification in accounting/business administration supported by 5 years of related experience.
Excellent interpersonal skills including the ability to handle a large and diverse group of internal and external customers.


Highly organized individual with strong analytical and decision-making skills.


Proficiency in Microsoft Office.