The role
Job description
Markage is looking for a Administrative Assistant to join our Canadian team in an on-site role based in Calgary, Vancouver, or Toronto. This role focuses on supporting internal office administration, records, bookkeeping, human resources documentation, subscriptions, scheduling, and routine business operations. You will help keep company records, documents, schedules, subscriptions, employee information, financial records, and routine administrative processes organized and current. The role also provides basic bookkeeping and human resources administrative support. You will work with managers, finance, people operations, internal team members, vendors, and external accounting support. Clear communication, reliable follow-through, and careful work are expected. AI-assisted tools may be used for internal documentation, summaries, data organization, scheduling, process support, and other administrative work. All AI-assisted work must be reviewed for accuracy, relevance, confidentiality, and fit before it is shared or used.
Essential duties
- Organize receipts, invoices, expense records, payment information, and other bookkeeping documents.
- Enter and maintain routine financial information in spreadsheets, QuickBooks, or comparable accounting systems.
- Track expenses, recurring payments, software subscriptions, vendors, renewal dates, and other routine business costs.
- Prepare bookkeeping records and supporting documents for management or accounting review.
- Maintain organized digital records for administrative, financial, employee, and operational information.
- Support employee onboarding by preparing documents, forms, internal checklists, and required records.
- Maintain employee information and update records when employment, contact, attendance, or other administrative information changes.
- Track vacation requests, sick days, time off, and related attendance information.
- Prepare routine HR documents and provide administrative support for internal people-related processes.
- Schedule internal meetings, appointments, reminders, administrative deadlines, and recurring activities.
- Prepare agendas, forms, spreadsheets, reports, checklists, presentations, and other internal documents.
- Maintain internal policies, procedures, templates, shared folders, and administrative reference materials.
- Support document collection, electronic filing, data entry, record verification, and information organization.
- Follow up with team members when forms, receipts, information, approvals, or other required materials are missing.
- Maintain confidentiality when handling employee, financial, operational, and other internal business information.
- Provide general administrative and office coordination support as required.
Essential requirements
- Strong working knowledge of Microsoft 365 and Google Workspace for documents, spreadsheets, email, calendars, file management, and routine administrative work.
- Strong administrative organization, data-entry, document-management, and digital file-management skills.
- Ability to prepare clear spreadsheets, checklists, reports, forms, and internal business documents.
- Ability to manage multiple administrative assignments, recurring obligations, and deadlines independently.
- Ability to handle confidential employee, financial, and business information with appropriate discretion.
- Basic understanding of office administration, business operations, financial-record organization, and internal administrative procedures.
- Clear written and spoken English and the ability to communicate effectively with managers and internal team members.
- Holds a valid Dex Professional Specialist Certification (DEX-PSP) in the Business & Office Operations domain.
Preferred qualifications
- Previous experience in administration, office coordination, bookkeeping support, human resources administration, or business operations.
- Experience using QuickBooks or comparable accounting software and working with invoices, receipts, expenses, or financial records.
- A diploma, certificate, or degree in business administration, office administration, bookkeeping, accounting, human resources, or a related field.