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Administrative Assistant / Accounts Coordinator

 

InnoTech Alberta is seeking an outgoing individual with a customer service orientation to play a critical role in supporting the administrative needs of the Chemical Testing team.

 

Are you our next Administrative Assistant and Accounts Coordinator? You would be a good fit for this position if you:

  • Enjoy working in a team environment and approach work from a customer service perspective
  • Present yourself in a friendly and professional manner
  • Have strong organizational skills with the ability to multitask

 

We are game changers

 

InnoTech Alberta, a wholly owned subsidiary of Alberta Innovates, is a leading Research and Technology Organization established by the Government of Alberta to serve the needs of industry, innovation ecosystem & academia.  Offering a diversified range of scientific, engineering, and technological research expertise and experience, and unique industrial-scale research infrastructure, equipment, and demonstration facilities, InnoTech Alberta accelerates and de-risks technology research, development, and deployment with focus on industrial solutions and innovation advancement.  With a reputation for quality service and a long history of impacts in Alberta’s economy going back a century, our multidisciplinary team has the depth of experience to work across all sectors, from energy to environment to fibre and bio-industrial materials.

 

Intrigued? Here’s some more information about the position:

 

Document/Database Administration

  • Distribute analytical reports and invoices generated using the Laboratory Information Management System (LIMS) to internal and external clients.
  • Create and maintain technical spreadsheets and customer databases, ensuring customer information is accurate.
  • Review data for accuracy prior to order approval; follow-up on blank results/missing results.
  • Ensure order invoices have correct pricing; compare testing/prices to client Purchase Orders/quotes; ensure up-to-date client billing addresses in LIMS and financial systems.
  • Complete Order Approval and Order Finishing using LIMS database.
  • Upload external invoices into supplier invoice portals (i.e., Ariba, GEP, etc.).

 

Administrative Support

  • Provide administrative support to a manager, team or on special projects (including faxing, photocopying and disseminating information).
  • Compose and prepare confidential meeting correspondence, agendas, action items, reports and minutes.
  • Prepare, edit and proofread invoices, cheque requests and purchase requisitions for approval and signature.
  • Open and distribute incoming regular and electronic mail and other materials.
  • Coordinate the flow of information internally and with other departments and organizations.
  • Operate and maintain area office equipment. Troubleshoot and coordinate regular maintenance and repairs.

 

Records Administration

  • Sort and file documents according to established filing systems, locate and retrieve documents from files as requested and maintain records of filed and removed materials.
  • Create, update and close files.
  • Classify, code, cross-reference, file, store and retrieve records in accordance with established Records Management policies and procedures.
  • Ensure all records, paper and electronic files, are entered correctly in the Records Management System and included on paper files.
  • Close inactive files, apply retention schedule, box records and send to Corporate Records for appropriate storage or disposal.

 

Qualifications:

  • Diploma from a recognized post-secondary administrative program in Business Administration (Extensive work experience can be substituted for education)
  • 5+ years related office administration experience
  • Laboratory Information Management (LIMS) experience would be considered an asset
  • Demonstrated ability to proactively manage the administrative needs of a team
  • Ability to adapt to change and work in a team environment
  • Strong organizational and multi-tasking abilities
  • Excellent interpersonal and communication skills
  • Experience in establishing and maintaining good working relationships with internal and external stakeholders
  • Attention to detail
  • Note taking ability
  • Strong working knowledge of Microsoft Suite, including Word, Excel, Power Point, and Outlook
  • Proven ability to learn new digital systems
  • Experience in records management is desirable

 

Due to the urgency of this requirement, this job posting closes on October 13, 2024.  Interested and qualified candidates are urged to apply immediately.  We thank all candidates who will be applying.

  

 

Employment Status: Permanent (Full-time)

Hours bi-weekly: 72.50 (FT)  

Classification: CB 

Pay Grade: 05

Salary: $51,826 - $64,831

 

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