[NBP-976] - Office Administrator

[NBP-976] - Office Administrator

18 Nov
Alberta Recycling Management Authority

18 Nov

Alberta Recycling Management Authority


The Alberta Recycling Management Authority (ARMA) acts on behalf of the province to oversee end-of-life processing of tires, electronics, paint and used oil materials. Our industry is rooted in the principle of circular economy where resources and products are kept in use for as long as possible, and regenerated into new products and materials at the end of their earlier life cycle.

If you are passionate about inspiring a future without waste, having fun, embracing change and pursuing growth we would love to hear from you.

Position Summary:

We are seeking a fun, energetic and skilled Office Administrator to join our newly redesigned Corporate Services department at Alberta Recycling.

This truly diverse position will be ideal for a self-starter who is willing and able to take on anything that comes your way and flawlessly handle the busy day-to-day operations of a professional office. Poised for significant organizational growth, this role will be exciting, challenging and offer a lot of variety. Please note that due to the nature of the role, this is an in-office position and will require the candidate to provide proof of vaccination.

Reports to: Human Resources Manager


1. Greet and sign-in external guests.

2. Monitor company voicemail twice daily and either respond to or redirect to appropriate department.

3. Monitor, respond to, or redirect correspondence received through [email protected] email account and provide backup support to other general email inboxes such as [email protected] or [email protected]

4. Receive, open and distribute incoming mail and parcels. Coordinate and arrange shipment of outgoing mail and packages.

5. Monitor on-site mailbox and distribute incoming mail to mail recipients.

6. Create standing and ad hoc Purchase Orders (PO’s) for office, administration and operations.

7. Monitor inventories and procure all office, facilities and kitchen and supplies, stationary and equipment.

8. Vendor point of contact and relationship management for all equipment, facility and supply vendors.

9. Lead all items related to office equipment including, ordering, monitoring functionality, coordinating repair and corresponding with vendors.

10. Complete all onboarding administrative tasks including preparation of access cards, keys, name plates, welcome sign and swag.

11. Conduct new hire onboarding office tour of fire exits, safety protocols, parking options, on-location gym, bike room and food court.

12. Digitization, standardization and formatting of all forms to ensure they are online fillable PDF and meet brand standards.

13. Keep all phone lists, office maps and organizational charts accurate and up to date.

14. Website maintenance; including updating provided content such as job postings, Board photos and bios and validating current information on regular basis.

15. Light graphic design for internal, in-house communications such as greeting cards, presentations and signage.

16. Coordination of both internal and external surveys including administering and analyzing survey results as required using Survey Monkey or other online survey tool.

17. Owner of Records Management process for ARMA including ongoing systems management, annual archiving and department designate training.

Facilities Management

1. Liaison between ARMA Staff and building property manager for all facilities management issues including circulation of information and bulletins.

2. Validate parking for guests and answer any parking related inquiries from staff.

3. Maintain and coordinate building access cards including issuing new, recovering and replacing.

4. Maintain physical workspace (including mailroom, boardrooms, equipment and storage rooms) including daily oversight and coordination of repairs.

Finance Support

1. Receive and record cheques and prepare bank deposits including physical delivery to bank.

2. Oversee office petty cash fund including tracking, balancing and reconciling.

3. Monthly reconciliation of Mastercard for Senior Management and Administration including receipt collection, tracking, scanning and submission for approval.

Event Planning

1. Act as the Event Planning and Execution Lead for all internal and staff engagement functions including event coordination support to Executive Assistant for Annual General Meeting and Board Planning Sessions.

2. Complete all travel booking requests for flight, car and accommodations.

3. Handle all catering requests including ordering, accepting deliveries, set up and clean up.

4. Coordinate all conference and training registrations; including tracking dates to regularly attended conferences. Provide support to coordinate booth and tradeshow giveaways.

Other Duties

1. Fully cross train and provide back up support to Executive Assistant.

2. Actively participate in the Joint Health & Safety Committee by preparing and distributing the agenda and taking meeting minutes.

3. Act as the Office Fire Warden.

4. Complete COVID related tasks including internal signage, sanitizing and Envoy sign-in monitoring.

5. Maintains an understanding of and adheres to Alberta Recycling policies, procedures, and standards.

6. Contributes to a positive, professional and safe culture by modeling the organizational values.

7. Performs other job-related duties and assists other team members, as required.


1. Effectively deliver administrative services, including documenting, maintenance of, and communication of administrative support standards.

2. Ensure flawless business continuity for office administration.

3. Proactively anticipate needs to support organization through exceptional level of service delivery to internal and external stakeholders.

4. Able to attend work reliably and consistently.

5. Professional, positive demeanor and appearance.

6. Maintain strong attention to detail and achieve high levels of accuracy.

7. Strict adherence to all deadlines.

8. Complete tasks in an accurate and timely manner.

9. Exhibit exceptional problem-solving abilities.

10. Ability to work independently and demonstrates excellent judgement and critical thinking skills.


1. Diploma in Office Administration or equivalent combination of education and experience.

2. Minimum of 3 years of experience working in a fast paced and highly diverse office administration role.

3. Advanced Microsoft Office skills, with an ability to become proficient with other software including Wagtail, Survey Monkey and Adobe Creative Cloud.

4. Excellent time management, decision-making, problem-solving skills.

5. Flexibility in adapting to changing priorities.

6. Strong ability to communicate both verbally and in writing.

We offer a competitive base salary commensurate with experience, an RRSP matching program and an attractive group benefit package.

We would like to thank everyone for their application; however, only those being considered for an interview will be contacted.

By submitting your resume and personal information to ARMA, and/or participating in a personal interview, you acknowledge and consent to the collection, use and disclosure of your personal information by ARMA to determine your suitability for employment opportunities.

Expected start date: 2022-01-04

Job Types: Full-time, Permanent

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


- Commuter benefits

- Dental care

- Disability insurance

- Employee assistance program

- Extended health care

- Life insurance

- On-site gym

- Paid time off

- RRSP match

- Vision care


- 8 hour shift

- Day shift

- Monday to Friday

Ability to commute/relocate:

- Edmonton, AB: reliably commute or plan to relocate before starting work (preferred)


- DCS / DEC (preferred)


- Office Administration: 3 years (preferred)

Work remotely:

- No

The original job offer can be found in Kit Job:

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