Company Description

Proveo (formerly Impact Safety Solutions and SmogBuster) has set about to transform this industry via technology and offer a new consolidated service offering, Confined Space Management.

With the largest North American fleet of Remote Confined Space Monitoring (RCSM) and industrial ventilation, we are able to replace conventional safety personnel required near the workface and monitor the space remotely, in a safer and more effective manner.

Our company prides itself on employing trustworthy, honest, and adaptable people who are committed to our vision of putting RCSM on every confined space in Canada.

The Reception & Administrative Coordinator will report to the Director of Finance and provides essential administrative support to ensure the smooth and effective operation of the office. This includes managing phone calls, screening visitors, organizing appointments, and making travel arrangements. The position may also involve performing various other administrative tasks as required to support the finance department and the organization.

Key Responsibilities

Reception & Front Office

· Serve as the primary point of contact for visitors, clients, and incoming calls, providing a professional and welcoming experience.

· Screen and direct phone calls, emails, and inquiries to the appropriate individuals.

· Coordinate meeting room bookings, appointments, and other office scheduling requirements.

· Maintain an organized, professional, and well-functioning reception and common office areas.

· Coordinate office supplies, equipment, and other administrative needs, including purchasing and arranging pickups or deliveries as required.

Executive & Administrative Support





· Provide administrative and coordination support to members of the executive team, including scheduling, meeting coordination, document preparation, correspondence, and other administrative requirements.

· Prepare, organize, and submit expense reports for members of the executive team, ensuring receipts and supporting documentation are complete and submitted in accordance with company requirements.

· Assist with travel arrangements and related logistics for executives and other employees as required.

· Prepare, organize, and maintain confidential documents, records, presentations, and other business materials.

· Coordinate meetings and assist with preparation of agendas, materials, meeting rooms, and follow-up items as required.

· Support special projects and administrative initiatives on behalf of the executive team and other departments.

General Administration & Departmental Support

· Maintain accurate and organized electronic and paper filing systems and ensure documents are stored and retained appropriately.

· Support employee onboarding and training activities, including scheduling, preparation of materials, coordination of logistics, and completion of administrative requirements.

· Provide administrative support during budget preparation and other planning cycles, including data entry, document preparation, and coordination of information.





· Provide administrative support to the Finance team during peak periods, including payroll, accounts payable/receivable, data entry, and related administrative tasks.

· Assist with the coordination and administration of company events, meetings, and employee activities as required.

· Maintain confidentiality when handling employee, financial, executive, and other sensitive company information.

· Perform other related administrative and coordination duties as required.

Qualifications

- Work experience as an Administrative Assistant, Finance Assistant, Bookkeeper, or similar role.
- Good organizational and time-management skills.
- Attention to detail, with an ability to spot numerical errors.
- Knowledge of Accounting and Bookkeeping procedures is considered an asset.
- Advanced Microsoft Excel skills (creating spreadsheets and using financial functions).
- Familiarity with accounting software (e.g., QuickBooks, Sage) is considered an asset.

Employment Equity Statement Proveo LP is committed to the principles of diversity, equity and inclusion and will recognize and address barriers to and in employment. Our organization welcomes applications from members of the BIPOC (Black, Indigenous, and People of Colour) community, women, people with disabilities, the LGBTQ+ community, and those of diverse identities. Accommodation is available on request for candidates taking part in the selection process as well as part of employment with Proveo LP.

Job Type: Full-time

Pay: $55,000.00-$58,000.00 per year

Benefits

- Dental care
- Paid time off

Ability to commute/relocate:
- Edmonton, AB T6B 2L8: reliably commute or plan to relocate before starting work (required)

Work Location: In person

📌 Reception & Administrative Coordinator (Edmonton)
🏢 Proveo
📍 Edmonton