Office Administrator

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Office Administrator

Oakville, ON Up to $55000.00/year

Who We Are

Emterra Group is a dynamic, growth-oriented, and safety-focused group of companies. Our organization has been deemed to be an “essential service” by providing collection and processing for recycling, organics, and waste that keep our communities clean and safe. With customer service and safety as our focus, we are looking for an energetic and driven employee to support our growing company and play a crucial role in waste diversion and the circular economy. Emterra is proud to be recognized as one of Canada’s Greenest Employers, a certified diverse supplier of the Canadian Aboriginal and Minority Supplier Council (CAMSC) and the Canadian Women Business Enterprise National Council (WBE).

Emterra Group is looking for an Office/Finance Administrator who is responsible for managing the day-to-day administration for the centralized office (Oakville), as well as overseeing administrative functions for the finance team to ensure efficient operations. This role involves working closely with various departments to ensure accurate and timely financial management.

Key Responsibilities

• Organize financial documents for easy access and retrieval during audits.
• Manage daily administrative tasks, handling routine office operations to ensure efficiency and organization.
• Handle confidential matters and documents for senior management and company operations.
• Serve as primary custodian and administrator for the corporate credit card accounts. Process purchases and reconcile all corporate credit card transactions. Verify proper authorization for all card purchases. Monitor card limits and usage patterns.
• Serve as a point of contact for internal and external stakeholders.
• Draft, proofread, and distribute emails, memos, reports, and presentations.
• Answer and direct phone calls professionally.
• Prepare monthly/quarterly expense reports for top management executives.
• Maintain office supplies, equipment, and inventory. Ensure printers, scanners, and computers are functioning; schedule repairs if needed.
• Order kitchen supplies and other required items in the office. Ensure meeting rooms and kitchens are clean and well-stocked.
• Manage and monitor all physical security systems including door access controls. Administer electronic door fob assignments and permissions. Serve as primary liaison with A1 Security for system maintenance and upgrades.
• Facilitate communication between PRL broker and Emterra, ensuring smooth collaboration and compliance with Emterra's client COI requirements.
• Process and complete credit application forms with accuracy. Coordinate proper authorization by securing authorized signatures.
• Register employees for events, webinars, and training sessions. Coordinate charity initiatives, including donations and sponsorships.
• Manage end-to-end completion of supplier diversity certification applications for all group entities. Compile and validate required documentation for submission (financial records, ownership verification, business licenses).
• Process accounts payable and receivable to ensure timely and accurate transactions.
• Review reports and postings for accuracy.
• Reconcile and report discrepancies in financial records.
• Oversee and manage the preparation of financial documentation, such as invoices, bills, and accounts payable/receivable.
• Other duties as required.

Requirements

• Proven work experience as a Finance Administrator, Finance Assistant, or similar role.
• Hands-on experience with accounting software.
• Advanced knowledge of MS Excel (creating spreadsheets and charts and using financial Excel functions).
• Good understanding of bookkeeping procedures.
• Time-management and organizational skills.
• Confidentiality.

Skills

• Strong analytical skills for managing large amounts of numerical data.
• Proficiency in major software programs such as Microsoft Office.
• Understanding of business and financial management principles.
• Excellent communication and interpersonal skills.

Are you ready to jumpstart your career by joining one of Canada’s Greenest Employers and become part of the environmental solution? If so, apply now! We appreciate all applicants who apply; however, only those who are qualified will be contacted.

Emterra Group is committed to maintaining an equitable, fair, and diverse environment. Any applicants who have a disability or require reasonable accommodation may speak directly with our Human Resources Department. Reasonable accommodations will be assessed on a case-by-case basis. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, age, national origin, disability, or veteran status.

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