Here at CSM Pump Services Ltd, we believe that our dedicated team, strong core values, and commitment to excellence make us a great place to grow your career. We take pride in fostering a supportive work environment where each team member plays a vital role in our success.
We are currently looking for a full-time Administrative Assistant to join our team at our 3325 11 Street, Nisku, AB location.
Schedule is Monday to Friday: 8:00 AM – 4:30 PM

POSITION SUMMARY

The Administrative Assistant reports to the General Manager and plays a dual role by providing essential administrative and receptionist support at CSM Pump Services Ltd. This individual is the first point of contact for visitors and callers and assists in accounts payable, printing invoices, expense tracking, vendor relations, and general office administration.

EDUCATION & EXPERIENCE

• Diploma or degree in Business Administration or a related field (or equivalent work experience).
• 1+ years of receptionist or front office experience.
• Experience in AP/AR is considered an asset.

TECHNICAL SKILLS

• Strong competency in QuickBooks Enterprise or Online software.
• Strong knowledge of Microsoft Office (Excel, Word, PowerPoint).

RECEPTIONIST DUTIES:

• Professionally answer, screen, and forward incoming calls, ensuring accurate and timely message delivery.
• Greet and sign in visitors, vendors, and subcontractors in a courteous and professional manner.
• Maintain a clean, organized, and welcoming front desk/reception area that reflects a professional first impression.
• Manage incoming and outgoing mail, courier services, and package deliveries with accuracy and timeliness.
• Monitor office and stationery supplies; place and track orders to maintain inventory levels and avoid shortages.
• Assist with general administrative tasks such as filing, document scanning, data entry, and digital recordkeeping.
• Support light project coordination by tracking status updates, recording action items, and sending reminders to relevant team members.
• Run weekly Open Sales Order Reports and follow up with responsible team members for job status updates.

ADMIN DUTIES:

• Organize, print, and alphabetize daily accounts payable emails and related documentation.
• Review vendor invoices, ensuring all details are accurate and complete before submission.
• Scan and attach relevant documents (e.g., purchase orders, invoices, receipts, shipping documents) to digital Sales Order files, ensuring proper recordkeeping.
• Match receipts to credit card statements, prepare expense summaries, and verify accuracy before submission for accounts payable review.
• Review vendor statements and flag any missing invoices or discrepancies within QuickBooks, ensuring timely resolution.
• Identify discrepancies in invoices, purchase orders, or payment records and promptly escalate to the Corporate Controller for resolution.
• Generate and summarize weekly invoices, shop billables, and field job profitability reports to ensure accurate financial tracking.
• Flag overdue tasks or missing information in job files or financial tracking sheets to maintain workflow efficiency.
• Provide cross-training support and assist with coverage during vacations or absences within the accounting department.
• Assist with other duties as requested by the Corporate Controller or General Manager, ensuring smooth financial operations.