About us The Institute of Mine Seismology is a small (15 staff) company, based in Ottawa. We supply seismic monitoring hardware and software to the mining industry, as well as data analysis and consulting services.

Job Summary

We are seeking a dynamic and highly organized Admin Officer to join our team. The ideal candidate is a bilingual (English and Spanish) professional with exceptional organizational skills, adept at handling multiple tasks with precision and enthusiasm.

Qualifications & experience
A minimum of three years experience in a similar role.
Willing to learn current software systems and work in a team
Positive experience with Microsoft Office/Google suite of products.
Prior experience with Xero Accounting software not required, but an advantage.

Tasks & responsibilities
Assist with administrative tasks such as keeping track of job orders, preparing quotations, orders and liaise with different departments at IMS for our Latin American customers.
Assist with logistics on the creation of jobs, setting of deadlines for delivery of equipment,



ordering third party supplies, billing of repairs and labour jobs.
Learn the workflow of the admin & logistics team in order to be able to stand in when operationally required.
Manage invoicing and accounts receivable for Latin American customers.
Provide excellent customer service by responding promptly to inquiries, following up on orders, and supporting internal teams with administrative needs.
Organize electronic filing systems and ensure compliance with records management policies.

Skills
Proficiency in Microsoft Office/Google Suite
Solid written and verbal communication skills in English and Spanish
Excellent organizational skills with the ability to prioritize tasks effectively
Demonstrated experience in administrative functions such as filing, records management and procurement

Pay: $55,000.00-$60,000.00 per year

Language
English (required)
Spanish (required)

Work Location: In person

📌 Admin Officer Ottawa (Canada)
🏢 Institute of Mine Seismology
📍 Canada