Job Description

Administrative Assistant – one full time permanent position – RED DEER, ALBERTA

Compass Geomatics Ltd. is a Professional Land Survey company which is built on the strengths of its employees; the foundation on which the company is constructed. At Compass, we encourage an energetic, positive and fun culture that bonds our employees into a strong dynamic team. Our enthusiasm is conducive to an atmosphere of constant improvement, innovation, and extraordinary customer service.
We are seeking someone who is well spoken with confidence in their interpersonal customer service skills, prioritizing and a professional demeanor will be key to this position.

Position Description
Reporting to the Office Manager, the administrative assistant will provide will provide office support to a variety of office/field staff, clients and vendors.
Responsibilities
• Provide support and analysis on tasks related to producing accurate job set-up, cost/revenue tracking and job completion procedures
• Assist the team in managing inventory control of assets
• Coordinate the flow of field paperwork ensuring appropriate approvals are obtained for required documents and documents are forwarded on to the appropriate department or individual
• Receive, coordinate and process all invoices and purchase orders ensuring timeliness and accuracy
• Answering a multi-line phone system in a professional and courteous manner and respond to client inquires/job requests regarding surveying
• Respond to client inquiries regarding surveying and obtain relevant legal land descriptions/locations to determine the type of survey services required
• General administration duties (meeting prep, filing/scanning documents, travel planning, expenses, etc.)
• Greet clients, determine client enquiries and direct them to the appropriate service provider
• Assisting the accounting department with accounts payable/receivable, coding and posting various payables and receivable invoices and distribute to appropriate parties for approvals
• Generate invoices, enter in accounting software, 3rd party invoicing systems, and send to client
• Provide timely response to customer voice messages and emails.
• Schedule meetings, courier pickups and hotel bookings using a variety of methods such as Microsoft Teams, 3rd party internet sites and telephone.
• Arrange travel schedules and book reservations for field staff
• Oversee accommodation reports
• Establish relationships with vendors, including securing competitive pricing for hotels
• Print final survey plans and ensuring prompt delivery to clients
• Record, prepare and distribute meeting minutes and safety bulletins
• Follow-up on outstanding invoices and collect payments
• Process credit card and debit payments and maintain spreadsheet tracking
• Follow, monitor, and establish procedures for data entry, land survey requests, pre-authorized payments and municipality compliance requests
• Training and supervision of practicum students

Qualifications & Experience
• Post Secondary Administration or Accounting Certificate/Diploma
• Minimum 3-year business administrative/accounting office experience
• Knowledge of cadastral surveying processes in a variety of areas including municipal, oil & gas, and construction surveying
• Good time management and organization skills and ability to work effectively under pressure, meet demanding deadlines, & multi-task
• Excellent communication, interpersonal and customer service skills
• Experience dealing with a variety of people including clients, field/remote staff, and vendors
• Experience using 3rd party invoicing systems – OpenTicket/OpenInvoice, Ariba, Pandell, Fieldglass

Required Skills
• Exceptional oral English skills
• Excellent written communication skills (English)
• Proficiency in MS Windows and MS Office (Word, Excel, PowerPoint, Outlook email)
• Attention to detail and accuracy
• Proficiency in Sage Accounting Software
• Professional and customer service orientated
• Organization, problem-solving, and interpersonal skills
• Prompt and reliable
• Excellent Data Entry Skills
• Excellent customer relation skills
• Superior written and verbal communication skills with colleagues and clients

Salary $26.43 an hour, permanent full-time position (35-40 hours per week)
Red Deer, Alberta location (11-4608 62nd Street)
Health/Dental and Life/Disability benefits after six months
Exceptional English language required; own transportation required
Interested candidates should forward their resumes with cover letter and references to: [email protected]

Required languages: English

Education level: Post Secondary Administration or Accounting Certificate/Diploma

Required skills: • Exceptional oral English skills • Excellent written communication skills (English) • Proficiency in MS Windows and MS Office (Word, Excel, PowerPoint, Outlook email) • Attention to detail and accuracy • Proficiency in Sage Accounting Software • Professional and customer service orientated • Organization, problem-solving, and interpersonal skills • Prompt and reliable • Excellent Data Entry Skills • Excellent customer relation skills • Superior written and verbal communication skills with colleagues and clients

Additional skills / Assets: • Minimum 3-year business administrative/accounting office experience • Knowledge of cadastral surveying processes in a variety of areas including municipal, oil & gas, and construction surveying • Good time management and organization skills and ability to work effectively under pressure, meet demanding deadlines, & multi-task • Excellent communication, interpersonal and customer service skills • Experience dealing with a variety of people including clients, field/remote staff, and vendors • Experience using 3rd party invoicing systems – OpenTicket/OpenInvoice, Ariba, Pandell, Fieldglass

Closest intersection: 62nd Street and 42A Ave