We are seeking a highly motivated and versatile Operations Administrative Assistant who is excited to work in a fast-paced and collaborative environment. This role entails supporting the organization by executing the workflow of operations and office administration, coordination and communication tasks. This person will report to the Operations Lead and work closely with the Accounting Lead. Grid Group is a boutique leadership and professional services firm, and we work closely together as a team to achieve our objectives. If you thrive in an environment that likes to work hard and play hard, we’d appreciate the opportunity to learn more about you.

Our values best represent who we are, and we hope they resonate with you.

• Be Informed
• Be Reliable
• Be Connected

Primary Responsibilities

• Responsible for executing day-to-day operational tasks as they relate to supporting the Delivery and Operations Teams. This includes but is not limited to, customer engagement and customer experience workflows, and coordinating the workflows of all operational and business processes.
• Assist Operations Lead and Management on planning and executing on internal projects to improve business operations and processes.
• Create, manage, and track vendor contracts / agreements with accuracy and attention to detail using contract management software (PandaDoc). Maintain master process document to help monitor all contract requirements.
• Manage the vendor and candidate onboarding and offboarding process, offering an excellent customer experience while adhering to Grid’s internal Network Management process.
• Assist with Accounting monthly cycle including payroll, reporting, expenses, and invoicing.
• Perform administrator tasks for internal software and systems:
• Office365 – user creation and maintenance, purchasing of additional subscriptions.
• CRM (Crelate) – manage and support all CRM workflows. Keep a dialog with internal team for continuous feedback to explore ways to innovate and streamline processes for Delivery Team.
• Project and task management (Monday.com) – execute on Operational workflows, tasks, and projects with the Operations and Accounting teams.
• Wordpress – performing content updates on company website
• Assist Operations Lead with monthly and quarterly reporting of sales and culture metrics.
• Manage all office activities including ordering office supplies, marketing materials, plant care, office maintenance, fire warden training, internal communication, etc.
• Assist in creating and maintain process and workflow documentation related to Operations and Accounting processes and tasks.
• Perform general office administration duties including responding appropriately to telephone calls and email correspondence from customers and vendors.
• Provide administrative support to owners and staff, as is necessary for efficient workflow.
• Contribute to building company culture
• Assist in internal and external event planning and coordination
• Facilitate and distribute all courier-related & mail items
• Participate in preparation of year-end financial reporting.
• Contribute to general operational support

Requirements

• 1+ years of progressive experience in office management and customer experience roles.
• Be able to come into the downtown Calgary office 2-3 times/week.
• Experience supporting contract and proposal creation. Understanding of the importance of accuracy and completeness of client and vendor agreements.
• Aptitude for technology – experience with Super User responsibilities and administration of various software subscriptions and configurations.
• Experience with Wordpress, project management and contract management systems is desired.
• Proficiency with Office 365, Outlook, Word, Excel.
• Knowledge with business insurance and vendor compliance.
• Knowledge and/or experience with human resources regulations as they relate to payroll, employee onboarding and benefits management.
• Excellent competence in documentation and process record-keeping; must be process-oriented.
• Strong, professional work ethic, being self-motivated and able to work well independently and in a team environment.
• Strong attention to detail, organizational and communication skills.
• Ability to organize and prioritize workload and meet deadlines.
• Ability to maintain confidentiality.

Job Types: Full-time, Fixed term contract

Salary: $50,000.00 per year

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Calgary, AB

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