Receptionist & Operations Administrator

Position Summary

The position of Receptionist & Operations Administrator is responsible for a wide variety of reception, administrative and support duties for the operations team and other senior leaders as required. Some of the main duties include preparation of divisional reports, compiling statistics and rig data entry. This role will report directly to the Operations Superintendent.

Essential Duties and Responsibilities

• Greeting all visitors and answer calls to maintain telephone line and connect callers with appropriate contacts.
• Provide mail support: deal with couriers and the post office, sort and distribute incoming and outgoing mail, sort rig mail and distribute daily to the appropriate department.
• Maintain office equipment and maintain a clean and presentable reception area and office.
• Act as a key contact for building management.
• Provide direct administrative and office support to the operations team.
• Prepare a variety of daily, weekly and monthly reports using Microsoft Excel, Word and other software.
• Attend and take minutes at weekly operations meetings and distribute to all parties.
• Daily data entry for service rig details, including ensuring all required paperwork has been received and verifying rig purchase orders with invoices.
• Fleet tracking support, including tracking fuel cards and vehicle usage for Blackfalds fleet.
• Health and safety support including tracking hazards and near misses and providing KPI reporting as required.
• Coordinate department office activities; troubleshoot or escalate basic office administration issues.
• Assist in the preparation of presentation material as required.
• Coordinate the logistics aspects of meetings, special projects and events.
• Liaise closely with the administrative team in other offices and divisions.
• Comply with standards and procedures of Western’s Health & Safety program and Occupational Health & Safety Regulations.
• Demonstrate an ongoing commitment to high quality products, services and customer satisfaction.
• Look for and identify opportunities to improve processes, reduce waste and reduce company costs.
• Other duties as assigned.