Job Overview
We are an oilfield service provider seeking a dynamic and highly organized Office Manager to lead the administrative operations of our busy office environment. This vital role involves coordinating daily office activities, managing administrative staff, and ensuring smooth communication across departments. The ideal candidate will bring enthusiasm, exceptional organizational skills, and a proactive attitude to foster an efficient, welcoming workplace. Your expertise in office systems, customer service, and administrative processes will be instrumental in supporting our team’s success and maintaining a professional office atmosphere.
Duties
o Reviewing, Processing, Submitting hours for Payment through payroll software for 25+ Employees
o Ensuring correct payroll type, category and account
o Utilizing Payroll System to Receive and distribute year end Payroll and T4 reports to Employees
o Completing and paying all payroll deductions and liabilities
o Administer employee Benefit program
o Pay WCB contributions and administer as required
· Accounts Payable / AP
o Handling and entering all bills and other types of charges from Company’s vendors
o Verify Purchase Orders and Quotes with bills where available
o Submit codes done by Management and assisting with account coding review
o Request and receive monthly statements from various vendors to ensure there are no aged bills
o Pay bills in a monthly cheque run by EFT or through other bill processing software, ensure receipt of payment by vendor
o Pay PST, GST, Corporate income tax and other required government charges
· Accounts Receivable / AR
o Handle and enter field tickets created by the company to the customers
o Review invoices with management to ensure that all charges are accounted for and submitted
o Send Invoices to customers following customer specifications and conditions for receipt of the invoices
o Ensure payment by customers is accurate and received in a timely manner, communicate to management when AR is aged
· Bank Reconciliation
o Monthly Bank reconciliation confirming amounts paid, received, and account balances are accurate
o Annual submission of the accounting data file to the company accountant and year end entries submitted as per accountants’ direction
o Adjust entries in the financial system as per management or accountant
o Submit reports as required to upper management or ownership
· Government Reporting
o IFTA Tracking and submitting pro rated fuel and KMs for heavy equipment
o Any other reporting required by related associations
· Commercial Driving and Vehicle Administration
o AB and SK Provincial Safety fitness for carriers
o Vehicle registration and insurance
o Hours of service permit applications
o Vehicle carrier and over width or over dimension permitting
· Employee File Management
o Work with management on General Employee Orientation, Information filing and submission
o Work on customer specific orientations with employees
o Ensure Employee safety tickets and criteria are met for orientation eligibility
o Book employee safety training courses and track course expiry where required
o Issue ROE – Records of Employment where required using payroll software
· Safety Program Administration
o Assist management in the management of the HSE Program
o File and organize documents as required for HSE program audits and compliance
o Completed other administrative tasks related to HSE program as required
· General Administration
o Ensure correct digital and physical filling of all documentation, transition physical files to digital where able
o Maintain digital file organization for quick and easy recall when required by management
o Ensure proper stock of office supplies, equipment and equipment maintenance
o Obtain help from IT or other third parties where required to keep all digital systems running
o Clean and organize all office facilities and equipment
Qualifications
- Attention to detail, including the ability to connect information from different departments so records, tasks, and communications stay consistent and accurate
- Proven experience in office management or administrative roles with strong organizational skills
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Familiarity with payroll Processing Systems, Must have Experience with Quickbooks Desktop
- Excellent communication skills with professional phone etiquette and customer service orientation
- Demonstrated clerical experience including filing, proofreading, and handling multi-line phone systems
- Strong computer skills with the ability to adapt to new software tools quickly
- Ability to multitask efficiently while maintaining attention to detail in fast-paced environments
- Preference given to oilfield service administration experience
Join us as an Office Manager to lead our administrative team with energy and precision! Your dedication will help create an organized, supportive environment where our team can thrive. We value proactive problem-solvers who are committed to excellence in every task they undertake.
Pay: $27.50-$32.50 per hour
Expected hours: 16.0 – 32.0 per week
Benefits:
- Dental care
- Extended health care
Experience:
- Quickbooks Desktop: 1 year (required)
- Administrative: 5 years (required)
- Payroll software: 2 years (required)
Work Location: In person
