Job Description

Administrative Assistant (office) – 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 a great personality and confidence in their interpersonal customer service skills. Organization, multi-tasking, prioritizing and a professional demeanor will be key to this position.

Position Description
Reporting to the Office Manager, the administrative assistant will provide office support to a variety of office/field staff, clients and vendors.
Responsibilities
• Administration and maintenance of Accounts Payable and Receivable
• Provide support and analysis on tasks related to producing accurate job set-up, cost/revenue tracking and job completion procedures
• 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
• Assist the team in managing inventory and control of assets
• 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 needs and direct them to the appropriate department
• Record, prepare and distribute meeting minutes and safety bulletins
• Assisting the accounting department with accounts payable and receivables
• Generate invoices, enter in accounting software 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, respond to field staff concerns and questions
• Oversee accommodation reports and cross check POs in database
• Establish relationships with vendors, including securing competitive pricing for hotels
• Print final survey plans and ensuring prompt delivery to clients
• 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 Certificate/Diploma
• Minimum 1 year business administrative/accounting office experience
• Knowledge of cadastral surveying processes in a variety of areas including municipal, oil & gas, and construction surveying
• Solid ability and experience working in a team-based environment
• 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
Required Skills
• Exceptional oral English skills
• Excellent written communication skills (English)
• Proficiency in MS Windows and MS Office (Word, Excel, PowerPoint, Outlook email)
• Experience with Sage accounting software
• Attention to detail and accuracy
• Professional and customer service orientated
• Organization, problem-solving, and interpersonal skills
• Prompt and reliable
• Excellent Data Entry Skills
• Excellent customer relation skills

Salary $25.00 an hour, permanent full-time position (30-40 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, references, and proof of requested certification to: [email protected]

Required languages: English

Education level: Post Secondary Administration Certificate/Diploma

Required skills: Please see description

Closest intersection: 62nd Street and 46A Avenue