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Sentient Tools Engineering Corporation is recruiting for a full-time Office and Administrative Assistant based in  Edmonton. We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. The successful candidate will assist the team by: handling office tasks; providing polite and professional assistance via phone, email, messaging and video conferencing; assisting in implementing effective filing and finance management processes; providing support for accounting and clerical functions; and, generally being a helpful and positive presence.

The Organisation

Sentient develops products for Agriculture, Medical and Energy industries. With a diverse and multi‑disciplinary team, Sentient aims to capitalize on distinct perspectives to generate winning solutions. We provide solutions by intersecting creative thinking, intelligence, and technology. Most of our clients are focused on selling their products and servicing their clients. They may have an idea on a new product or need to improve their operations, but they don’t know how to make it happen. That’s where Sentient comes in. Sentient provides the resources and expertise to solve problems for businesses. Our multidisciplinary team approaches a challenge from many perspectives, considering a solution that may involve mechanical, electronics, software, instrumentation and materials engineering, or work processes

Education & Experience

  • Minimum of a professional administrative assistant diploma / degree
  • Accounting diploma / degree is an asset
  • Experience working in a professional environment preferred
    • E.g., Professional Engineering Firm, Law Firm, Accounting Firm, Government Office, etc.

Skills & Competencies

The Office and Accounting Assistant must possess excellent communication, writing, and organizational skills. Other skills and qualifications include:

  • The ability to listen, interpret, and always be prepared & responsive, willing to meet each challenge directly
  • Computer literate, including effective working skills of Microsoft Word, Excel and Outlook
    • Strong computer skills with aptitude for using new software
  • Good understanding of accounting concepts
    • Experience working in multi-currency is a plus
    • QuickBooks experience is a plus
    • Knowledge of accepted accounting rules, practices, payroll, and reporting requirements is a plus
  • Demonstrative knowledge of project costing is a plus
  • Ability to remain organized, multi-task, and manage time effectively
  • Exercise discretion in handling confidential information
  • Attention to detail in all areas of work

Key Responsibilities

Working under the supervision of the Principal Project Engineer, the Office and Administrative Assistant will perform a variety of general administrative and clerical services. The incumbent will be required to both take direction and work intuitively to support the completion of the company’s goals and objectives in a professional and appropriate manner.

1. Coordinate administrative activities in an effective, up to date, and accurate manner

  • Actively participate in team meeting and planning sessions
  • Perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for staff or designates
  • Complete internal and external correspondence, legal documents, forms, letters and other documents, and distribute them as directed
  • Prepare and appropriately file meeting agendas, records, and meeting minutes
  • Operate office equipment such as computers, fax machines, photocopiers, voice mail messaging systems, and computer scanning equipment
  • Coordinate with property manager for facility maintenance
    • Coordinate other maintenance (cleaners, trades, equipment repair, etc.)
  • Maintain adequate office supply and inventory of all supplies used within the facility
  • Receive orders and complete initial visual inspections/counts
  • Assist with quote preparation
  • Assist with inventory management
  • Assist with shipping and receiving
  • Mail and courier documents as required

2. Perform accounting and clerical support

  • Control and administer the Purchase Order process
    • Create purchase orders, work orders, inventory/non-inventory items, bills and invoices
  • Accounts Payable: QuickBooks entries, verification, and printing cheques
  • Accounts Receivable: invoices, deposits, and statements
  • Batching and reconciling month end
  • Maintaining the filing system for all appropriate documents
  • Ensure accurate processing of monthly remittances
  • Conduct banking and prepare bank reconciliations
  • Prepare and issue ad hoc, monthly, quarterly, and annual reports
  • Assist with payroll
  • Ensure the safeguarding of all confidential files

We thank all applicants for their interest, however, only applicants selected for an interview will be contacted. No phone calls or emails please.

We are no longer accepting applications for this position.