ABOUT US
Fuel Nexus is a division of moEV, and is transforming how farms and businesses access fuel across Canada. Through innovative technology, modern fuel infrastructure, and one of the country's largest fuel distribution networks, we deliver reliable, efficient, and cost-effective fuel solutions to customers nationwide.
As a growing and entrepreneurial company, we're looking for an organized, customer-facing Office Administrative Coordinator who enjoys keeping operations running smoothly and being the go-to person that helps a team succeed.
We're looking for the person who keeps everything organized, connected, and running smoothly!
If you thrive in a fast-paced environment, enjoy variety in your workday, and take pride in creating order from complexity, we'd love to hear from you.
POSITION SUMMARY
The Office Administrative Coordinator is the hub of our daily operations and the first point of contact for customers, suppliers, and business partners. This role supports the team, customer service, office administration, fuel order coordination, accounts administration, and operational organization.
Working closely with management and operations teams from all office locations, you will help ensure accurate records, scheduling, smooth communication, efficient workflows, and exceptional customer experiences.
Success in this role requires professionalism, strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-moving environment.
DUTIES AND RESPONSIBILITIES, including by not limited to the following:
Reception & Office Coordination
- Welcome visitors and create a professional first impression of the company.
- Manage incoming calls, mail, courier deliveries, and general inquiries.
- Maintain clean, organized, and professional office spaces.
- Coordinate meeting room bookings and visitor arrangements.
Administrative Support
- Provide administrative support to management and team members, both in-office and remotely.
- Maintain organized digital and physical filing systems for contracts, customer records, and supplier documentation.
- Prepare correspondence, reports, presentations, and internal documentation as required.
- Answer, screen, and direct incoming phone calls and email inquiries professionally and efficiently.
Pricing & Documentation
- Assist in maintaining fuel pricing information and updating internal systems.
- Prepare and distribute customer pricing agreements or confirmations as directed.
- Ensure accurate documentation related to orders, contracts, and pricing arrangements.
Accounts Administration
- Assist with accounts receivable and accounts payable processes.
- Prepare and process invoices for fuel transactions.
- Verify supplier invoices against purchase records and delivery documentation.
- Support payment tracking and reconciliation.
Data Management & Reporting
- Maintain accurate data within company systems, spreadsheets, and databases.
- Prepare operational reports as requested by management.
Office Operations
- Maintain office supplies and coordinate office equipment needs.
- Assist with coordinating company marketing initiatives, promotional materials, events, and administrative support for business development activities.
- Assist with scheduling meetings and coordinating calendars.
- Support company compliance with internal policies and procedures.
The duties and responsibilities described above are representative in nature and may be amended, modified, or supplemented by the Company from time to time to meet operational requirements.
Why Join moEV Fuel Nexus?
- Join a growing and innovative Canadian company.
- Be part of a collaborative and supportive team.
- Work in a role where two days are not the same.
- Gain exposure to operations, logistics, customer service, and administration.
- Opportunity to contribute ideas and improve processes.
- Competitive compensation and opportunities for professional growth.
- Make a meaningful impact within a growing organization.
Qualifications
- Diploma or certificate in Business Administration, Office Administration, or related field preferred.
- 2+ years of experience in office administration, customer service, reception, or administrative support roles.
- Proficiency in Microsoft Office (Excel, Word, Outlook).
- Experience with CRM or accounting software is an asset.
Key Skills & Competencies
- Strong organizational and multitasking abilities
- Excellent communication and customer service skills
- Must demonstrate mastery in English (spoken and written)
- High level of attention to detail and accuracy
- Ability to work independently and within a team
- Strong problem-solving and coordination skills
- Must currently reside in Lloydminster or the surrounding area
- Must have access to own reliable transportation
Working Conditions
- Full-time, in office-based position.
- Standard business hours with occasional flexibility required to support operational needs.
- Fast-paced environment requires effective prioritization and time management.
Physical demands typically include:
- Extended periods of sitting or remaining in a stationary position.
- Repetitive motion with use of hands, wrists, and fingers.
- Visual acuity for reading, monitoring, and performing screen work.
- Occasional light lifting or carrying items weighing between 10 and 25 pounds, such as printer paper, office files, or small equipment.
- Occasional reaching, bending, or stooping to reach lower files or adjust equipment.
How to Apply:
Applications accepted via Indeed only (resume required).
No phone calls or in-person applications, please.
Only those selected for interviews will be contacted.
We thank all applicants for their interest in this position.
Job Types: Full-time, Permanent
Pay: $43,000.00-$45,000.00 per year
Benefits:
- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Vision care
Work Location: In person
