Office Administrator
Reports To: Chief Operating OfficerPosition Type: Full-time, Hybrid
Location:
Location: Blairmore, Alberta or the surrounding areas
Hours of Work: 7:00am to 3:00 pm, 40 hours per week, Monday to Friday
Relocation: Relocation support is
not provided at this time.
Security Clearance: Due to the sensitive nature of financial compliance, a successful
security clearance is required.
Company Overview:At
Phantom Compliance, we have been managing financial compliance since 2009. We provide a
one-stop service for the modern financial sector, specializing in end-to-end
Money Services Business (MSB) support.Our work involves the practical application of
FINTRAC reporting, the
Retail Payments Activities Act (RPAA), and the development of
Chief Compliance Officer (CCO) programs. We provide the regulatory framework for clients building banking solutions or managing digital assets. We handle the compliance requirements so our clients can focus on their business goals.
Position Overview:
We are actively seeking a realiable Office Administrator to contribute to the efficient functioning of our office. This multifaceted role involves handling diverse tasks, combining office administration, HR services, and accounting/bookkeeping responsibilities.As a key team member, you will play a central role in overseeing and managing a spectrum of administrative and business operations. Your responsibilities will manage general administrative tasks. Serving as the primary point of contact, you will be instrumental in maintaining a positive office ambiance and addressing any challenges that may arise.The ideal candidate is someone who thrives on managing multiple tasks, assumes various roles with ease, and excels in a dynamic, fast-paced office environment. Previous experience in tech startups, online finance, or cryptocurrency is considered advantageous.
Duties and Responsibilities:
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Office Administration
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Manage the office phone system, professionally answering and routing incoming calls.
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Perform daily administrative tasks, including document scanning, digital archiving, and maintaining the company contacts database.
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Manage executive calendaring, specifically scheduling and coordinating appointments for the CEO.
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Coordinate basic office repair requests, troubleshoot foundational WiFi issues, and liaise with the IT department for escalated technology needs.
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Track and report time for project leaders, and create new tickets for clients and projects within the project management software.
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Attend weekly project meetings to record notes and distribute summaries of necessary project updates.
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Serve as the primary contact for contract administration through the company CRM, ensuring accurate and timely processing.
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Support facility and property operations by managing bi-weekly visitor parking renewals, tracking tenant requests, and overseeing annual tenant lease renewals.
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Process tenant requests or records reports and proactively optimize the reporting workflow for increased efficiency.
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Act as the primary point of contact for tenant communication or mail administration.
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Prepare and submit annual professional property insurance renewals.
Key Qualifications
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A bachelor's degree in a relevant industry or 2-3+ years of experience is considered an asset.
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2-3 years of office management experience.
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Previous experience in tech startups, online finance, or cryptocurrency is considered advantageous.
Knowledge-
High technical literacy complemented by advanced skills in Google Workplace and MS Office.
Skills
- Exceptional interpersonal communication.
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Strong organizational skills coupled with a proactive mindset
Technology & Software
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Intermediate knowledge of computer programs, specifically MS Office Suite, Google Workplace Suite
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Hubspot, Jira Workflow Management, Confluence
KPIs ( Key Performance Indicators ) for Success
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Timely Tenant Reporting
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Client Invoicing and Receivables Assistance
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Project Management Efficiency
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Professional Development
Continuous Improvement for Career Development (Internal & External Training)-
ACAMS - CAMS and Other Certifications
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Certified Bitcoin Professional
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Cross-functional training at Phantom Compliance
Career Development Path: Entry Level Office Administrator
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Bachelor’s degree in an applicable field such as Business, Risk Management or Law or equivalent combination of education and experience.
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Executing day-to-day operations, supporting project leaders, managing basic facilities and IT requests, and ensuring smooth administrative workflows.
Mid Level Office Manager
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3-5 years of progressive administrative or operational experience. Overseeing the office budget, negotiating vendor and tenant contracts, independently managing office administration, optimizing CRM and project management workflows, and potentially supervising junior administrative or reception staff.
Senior Level Director of Office Operations
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5-7 years of progressive administrative or operational experience.
- Strategic leadership and high-level organizational development.
