Position Summary

The Office Manager is responsible for coordinating and overseeing the day-to-day administrative, financial, and operational support functions of the Gwich’in Development Corporation (GDC), including administrative support to Trappers Logistics. This position ensures the effective management of office operations, Board of Directors (BOD) meeting coordination, vehicle registrations and permits, financial documentation, accounts receivable support, and transportation and freight administration for Trappers Logistics. The Office Manager serves as a key point of contact for internal and external stakeholders, ensuring that administrative processes are completed accurately, records are maintained appropriately, and operational requirements are supported in a timely and professional manner.

Responsibilities

- Coordinate day-to-day office operations for GDC and Trappers Logistics, including maintaining office supplies, answering telephone calls and inquiries, and providing general administrative support.
- Maintain organized electronic and physical records, ensuring documentation is accurate, accessible, and confidential.
- Maintain vehicle registrations for GDC and Trappers Logistics and obtain, renew, and maintain permits required for Trappers Logistics.
- Coordinate GDC Board of Directors meetings, including preparing and distributing meeting notices, agendas, and supporting materials, arranging venues, and coordinating Directors’ travel and accommodations.
- Review and submit Directors expense claims for approval and processing.
- Prepare and circulate meeting minutes for review and approval, and maintain records of agendas, minutes, resolutions, and related documentation.
- Review, code, and submit invoices for approval, verify supporting documentation,



track outstanding approvals, and ensure approved invoices are forwarded to Finance for processing.
- Review accounts receivable aging reports, issue customer statements, and follow up on overdue accounts as required.
- Maintain accurate financial records in accordance with established procedures, approval requirements, and confidentiality standards.
- Prepare bills of lading (BOLs), customer invoices, and quotations in response to service requests received through Jotform.
- Maintain accurate logs of freight jobs, invoices, quotations, and related documentation.
- Receive, organize, and document incoming freight in accordance with operational procedures.
- Process telephone payments for customer invoices and ensure payments are appropriately documented.
- Prepare draft driver timesheets, verify completeness, follow up on discrepancies, and submit them to the Operations Manager for review and approval.
- Provide administrative support to the Operations Manager to facilitate effective daily operations.
- Maintain professional and timely communication with Directors, management, employees, customers, suppliers, and other stakeholders.
- Respond to inquiries, coordinate information between GDC, Trappers Logistics, and Finance, and follow up on outstanding documentation, approvals, and operational matters.
- Ensure registrations, permits, invoices, expense claims,



and other time-sensitive documents are completed and submitted within required timelines.
- Follow organizational policies, financial procedures, document retention requirements, and established approval processes.
- Identify opportunities to improve administrative processes and operational efficiency.
- Perform other related duties as assigned.

Qualifications

- Diploma or certificate in office administration, business administration, accounting, or a related field preferred.
- Minimum five years of relevant office administration or management experience, preferably in a corporate, transportation, logistics, or multi-entity environment.
- Experience with meeting coordination, financial administration, invoice processing, accounts receivable, and corporate records.
- Experience with freight documentation, customer invoicing, timesheets, and accounting software is an asset.
- Equivalent combinations of education, training, and experience may be considered.
- Strong organizational, time-management, and administrative coordination skills.
- High attention to detail and accuracy in financial and operational documentation.
- Effective written and verbal communication, customer service, and problem-solving skills.
- Proficiency with standard office software, spreadsheets, and electronic recordkeeping systems.
- Ability to manage competing priorities, meet deadlines, and handle confidential information.
- Ability to work independently and collaboratively with management, Finance, Directors, and operational personnel.
- Sound judgment, adaptability, and the ability to follow established procedures and identify discrepancies.

Pay: $80,000.00-$90,000.00 per year

Work Location: In person

📌 Office Manager (Spruce Grove)
🏢 Trappers Logistics
📍 Spruce Grove