Office Administrator

About Us Alberta Pork is a non-profit organization representing the province’s registered hog producers before government, industry partners, media, the public and other interest groups. We are currently seeking a disciplined, and conscientious Office Administrator to join our team. This role is vital in ensuring the smooth running of our office operations.

Key Responsibilities:

Office Management:

• Maintain office hours and ensure the office is ready for business each day with a serious and disciplined approach to scheduling and attendance.
• Oversee the appearance and maintenance of office and meeting rooms, ensuring the environment remains orderly, precise, and in compliance with established standards.
• Manage office contracts, including insurance policies, automobile insurance and registration, and office leases, ensuring all details are accurate and deadlines are met, with a focus on rules and careful attention to detail.
• Administer phone systems and office equipment, including purchases, leases, maintenance, and staff training, ensuring all equipment functions properly and efficiently, adhering to company procedures.
• Monitor and maintain the alarm system and office security, ensuring the office environment remains safe and secure, with attention to established safety protocols.
• Coordinate office IT systems and equipment, including purchases, upgrades, and staff training, maintaining accuracy in all IT-related processes.
• Manage and update the CRM database, ensuring data is inputted and maintained accurately and in a timely manner, following established guidelines.

Human Resources:

• Manage onboarding and offboarding processes for staff, ensuring all documentation is accurate and follows organizational guidelines.
• Oversee payroll processing, staff benefits, RRSP administration, and coordination, ensuring compliance with regulations and attention to detail in financial reporting.
• Track and report on staff holidays and sick days, maintaining precise and up-to-date records in accordance with company policies.
• Maintain employee records, including emergency contacts, access credentials, and HR policies, with strict attention to confidentiality, accuracy, and thoroughness.

Financial Administration:

• Manage accounts payable and receivable for various activities, ensuring expenses are accurately prepared and paid on time, with strict adherence to budget codes.
• Prepare and code expenses for the bookkeeper, ensuring that all entries are precise, accurate, and align with financial protocols.
• Monitor aged receivables and follow up on outstanding invoices, ensuring collections are handled professionally and in compliance with company policies.
• Coordinate with the bookkeeper to maintain QuickBooks and assist with financial grant reporting, following detailed financial protocols and ensuring transparency in all transactions.
• Develop, implement, and evaluate financial processes to improve efficiency, ensuring that all financial activities adhere to due diligence and are thoroughly checked for accuracy.

Executive Support:

• Provide administrative support to the Executive Director, including coordinating travel, meetings, and key industry events, ensuring all arrangements are precise and follow formal procedures.
• Ensure proper filing and management of corporate records such as meeting minutes and reports, adhering to strict organizational standards for record-keeping.
• Assist in maintaining corporate documents like Director Manuals and Signing Authority guidelines, ensuring they are updated, precise, and in full compliance with company protocols.
• Develop procedures to support effective governance and executive operations, maintaining a careful, rules-based approach to ensuring that all processes meet organizational standards.

Event Planning and Coordination:

• Coordinate and support attendance at key industry events and meetings, ensuring registrations and logistics are handled meticulously and in line with formal event protocols.
• Assist the management team in planning and executing Alberta Pork producer events, such as the semi-annual meetings and AGM, ensuring all event details are precise and well-organized.
• Help organize and plan industry events, including workshops and conferences, ensuring every detail is carefully considered and executed according to guidelines.
• Develop and evaluate event planning procedures to improve efficiency and ensure accuracy in all stages of event coordination.

Required Skills and Qualifications:

• More than 7 years of experience in office administration or a similar role.
• Strong knowledge of office systems, equipment, and software (e.g., Microsoft Office, QuickBooks, CRM systems).
• Exceptional organizational skills with a disciplined approach to handling multiple tasks.
• A serious, formal, and precise work style, with great attention to detail and accuracy.
• Strong interpersonal and communication skills (both written and verbal).
• Ability to maintain confidentiality and handle sensitive matters with care.
• Experience in bookkeeping is an asset.