Office Administrator

Mitsubishi Low Carbon Solutions Canada, a subsidiary of Heavy Industries America, Inc. (MHIA) is looking for an Office Administrator join our team.  This is a hybrid position out of Calgary, Alberta.

SCOPE:

Be part of Mission Net Zero through our group products, technologies, and services that help reduce CO2 emissions, as well as new solutions and innovation to be developed with partners around the world. Mitsubishi Heavy Industries Group will contribute to realizing net zero emissions for the world as a whole. 

The Office Administrator is essential in supporting MHI Low Carbon Solutions Calgary office by undertaking a comprehensive suite of administrative, accounting, and operational duties.  This position is also responsible for providing supports to expats, managing company records, handling correspondence, preparing reports, coordinating meetings and other administrative tasks to ensure all operations function properly.

JOB RESPONSIBILITIES:

Administrative Support:

• Coordinate business meetings and schedules including building shared meeting room arrangements.
• Assist staff members and visitors with travel arrangements.
• Receive calls, packages, mail, and other deliveries.
• Greet guests and notify appropriate party of their arrival.
• Support visitors with lodging and related arrangements.
• Maintain and order office supplies, furniture, and office equipment.  
• Vendor management related to the office equipment and other amenities.
• Create and maintain office documents, spreadsheets and presentations as instructed. (ex. Updating organization chart etc.)
• Transmit and receive documents both hard copy and digital data as instructed.
• Handle the copying and filing of documents.
• Handle approvals per Company’s policy for donations, memberships etc.
• Ensuring the proper usage of company’s logo
• Support internal audit and IT audit.
• Assist with planning and executing company events.

Personnel (Expatriate Associates & Project Members)

• Provide support to MHI expats and project members (long term business trip) by facilitating the following:
  • Relocation assistance includes the arrangement of housing and transportation (rental car, Limo). Guide expatriate associates in the process of obtaining SIN.
  • Provide necessary support for long term business trip associates from Japan.
  • Provision of IT equipment and corporate credit card.
  • In collaboration with MHIA’s HR team handle expatriate associate registration, onboarding and offboarding processes.
  • Ensure expatriate associates fill required onboarding documents (employee confidentiality agreement, IP agreement, personal tax documents).
  • Serve as point of contact to expatriate associates and provide continuous support to project members as needed.
  • Maintain associate’s list and their emergency contacts.
  • Other general support based on project requests.

Accounting Support

• Prepare invoices for customers and keep the invoice status list updated.
• Initiate the application for purchase authorization.
• Vendor invoice control administration which includes data entry, document scanning, urgent payment processing, invoice control sheet maintenance, managing advance payment account etc.
• Ensure clear communication with parties involved to facilitate the invoice control work and to avoid misunderstanding.
• Operating online banking system for payment instruction includes vendor bank account registration.
• Recording bank payment transaction for monthly reporting with authorized form.
• Timesheet administration (Preparing, follow-up, getting approval etc.)
• Support accounting closing by preparing transfer JE, supporting accounting audit etc. according to needs.
• Report actual incurred cost summary of company’s sectional budget and ongoing project. (Attention to MHIA and MHI as needed.)
• Invoice operational cost of LCSC to MHI.
• Create an individual order to manage each contract/purchase order.
• Check/manage CRA’s letters and transfer them to MHIA Accounting.
• Manage/approve payment on the following items: rental fee for office, car parking charge, cell phone charge, MHIA corporate service fee, company credit cards, and company insurance (such as WCB).
• Receive and review bills, allocate to correct cost center section / project accounts.

QUALIFICATIONS & SKILLS

• Education Requirement: High School diploma. Post-secondary education in business or related field preferred.

• Experience: At least 3 years of experience in office administration or similar administrative role.

• Any special skills/training/certifications:
  • Proficient in Microsoft Office Programs (PowerPoint, Word, Excel, and Outlook)
  • Experience working with accounts receivable/payable preferred.
  • Excellent communication and interpersonal skills
  • Superior organizational skills, and problem-solving abilities.
  • Japanese bi-lingual preferred

WORKING CONDITIONS:

• Travel: Minimum travel required.
• Weekend/late night work if applicable: Minimum.
• Lifting/physical requirements: Regularly required to sit for long period, stand, walk, talk and/or hear. Frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Why Should You Apply?

• Excellent Benefits (Medical, Dental, Vision & 401K Matching)
• Excellent growth and advancement opportunities
• Tuition reimbursement and on-the-job training
• Paid vacation, sick time and holidays
• Committed to quality product and services
• Great working environment and culture
• Employee Appreciation Programs and Events

MHI Low Carbon Solutions Canada ULC, a subsidiary of MHI- Americas, Inc is an Equal Employment Opportunity (EEO) employer and encourages women, Aboriginal people, persons with disabilities and members of visible minorities to apply.

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