Job Description

Office Administrator - Permanent, Full-time, Edmonton, Alberta

Spencer Environmental Management Services Ltd., with over 40 years of experience supporting project design, construction, and operation, is seeking a skilled Administrative Coordinator. This pivotal role supports office, finance, project, health and safety, equipment, HR, insurance, and marketing functions, ensuring organizational efficiency through effective management of administrative tasks and collaboration across teams. Success in this position is defined by maintaining seamless daily operations, ensuring timely and accurate completion of administrative and compliance tasks, and proactively enhancing processes and information management. The role emphasizes coordination, documentation, and administrative support, with final accountability for finance, health and safety, and HR, and insurance remaining with designated professionals.

Job Details:

permanent, full-time (typically 40 hours/week) based in Edmonton (required); start date to be negotiated with successful candidate;

Key Responsibilities:

Office Administration: Welcome guests, answer phones, coordinate travel, order supplies, coordinate mail and courier services, and support general office upkeep. Support onboarding/offboarding and assist with meeting logistics. Finance & Bookkeeping: Support invoice processing, track and support accounts payable and receivable, assist with statement reconciliations, support payroll processing, bank reconciliations, and assist with budgeting and financial reporting. Health & Safety: Maintain safety documentation, coordinate and schedule training, track certifications and expiry dates, and support health and safety compliance activities. Project & Document Support: Assist with project setup and project closeout activities. Maintain project folders and templates and support document consistency and formatting standards. Equipment & Asset Management: Track equipment and asset inventory, coordinate equipment and vehicle maintenance, and administer check-in/out procedures. Insurance Administration: Maintain insurance documentation, track policy renewals, prepare and provide certificates of insurance, and support insurance claims and compliance requirements. Marketing & Events: Support marketing and business development activities, including updating company news and social media, coordinating website content updates, assisting with proposal preparation, and supporting event and conference logistics.

Demonstrated Skills:

Skilled in general office administrative tasks Experience supporting bookkeeping processes (QuickBooks) Familiarity with health and safety compliance Knowledge of equipment management Knowledge of insurance processes Marketing or event coordination experience

Qualifications:

Proven experience supporting office administration, finance, and/or health and safety functions Strong organizational and multitasking skills Excellent communication and interpersonal abilities Proficiency with office and accounting software (Microsoft Office, SharePoint, BQE CORE, ADP, QuickBooks or similar systems) Attention to detail and problem-solving skills Ability to work independently on assigned tasks while collaborating closely with internal teams

Employee Benefits:

Salary commensurate with experience Health dental coverage Health spending account Wellness spending account Reimbursement of approved professional dues/fees
Spencer Environmental is a successful environmental consulting company active throughout Alberta, offering employees a competitive financial compensation/benefits package, a dynamic and rewarding work environment, and the opportunity to grow your career through meaningful contributions to multi-disciplinary teams. For additional information about our firm, visit www.spencerenv.com . If you are interested in joining our team, please submit a resume with cover letter to: hr@spencerenv.com.

Thank you for your interest. Only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Pay: $18.00-$30.00 per hour

Expected hours: 40 per week

Benefits:

Company events Dental care Employee assistance program Extended health care Flexible schedule Life insurance On-site parking Paid time off Wellness program
Work Location: In person