Administrative Assistant

Job summary

The Administrative Assistant serves as the primary point of contact for the Distribution and Collection office, managing reception, data entry, and reporting tasks. They also provide support for payroll, accounts payable and receivable, meeting coordination, and internal communications.

Job details

Department: Distribution and Collection Reports To: Distribution and Collection Manager Join the Team That’s Growing Healthy Communities. Work with Purpose. Live with Possibility. At Aquatera, we’re more than a utility provider, we’re environmental leaders delivering high-quality water, wastewater, and solid waste services while building healthier communities across Alberta. As a locally owned organization and an Alberta Top Employer, we’re proud to offer meaningful work, opportunities for development and growth, and a fulfilling lifestyle all within a supportive work environment. Everything we do contributes to cleaner water, a healthier environment, and stronger communities so you’ll go home knowing your work truly matters. We foster a strong, supportive culture grounded in safety, integrity, collaboration, and innovation. With opportunities for training, mentorship, and career advancement, Aquatera is a place to grow and thrive while maintaining a positive work life balance. We’re looking for passionate and diverse professionals who share our values and are committed to making a lasting impact. About the Role The Administrative Assistant serves as the primary point of contact for the Distribution and Collection office, providing administrative and customer service support to the team. This role is responsible for a variety of office functions including reception, data entry, reporting, payroll support, accounts payable and receivable assistance, meeting coordination, and internal communications.The successful candidate is highly organized, detail-oriented, and able to manage competing priorities in a fast-paced environment. Key Responsibilities * Serve as the primary point of contact for customer service calls, consultants, salespeople, contractors, and visitors to the Distribution & Collection office. * Provide reception support, including screening and responding to inquiries by phone, email, and in person. * Prioritize and relay messages, gather and process required information and submit locate requests. * Assist with month-end administrative and reporting activities. * Complete data entry and reporting requirements for Alberta Environment and internal reporting systems. * Take meeting minutes and assist with meeting coordination. * Coordinate and administer hydrant cart rentals and the Private Hydrant Program, including billing and deposit administration. * Assist with accounts payable, accounts receivable, and payroll entry. * Support purchasing activities and inventory replenishment requests. * Perform general administrative duties including filing, ordering supplies, maintaining employee files, and coordinating internal communications * Assist team members with additional duties as assigned. Qualifications and Required Skills * Minimum one year of experience in an office administration role. * Certificate in Office Administration or related training is considered an asset. * Strong verbal and written communication skills. * Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint. * Excellent attention to detail and commitment to accuracy. * Strong organizational, interpersonal, and time management skills. * Ability to prioritize multiple tasks and meet deadlines in a busy environment. * Customer service training and/or related experience is considered an asset. * Ability to work independently and collaboratively within a team environment. * Experience with administrative and reporting systems is considered an asset. Familiarity with platforms such as CityWorks, Utility Safety Partners, SiteDocs, ComplyWorks, and municipal permitting systems is beneficial. Compensation We offer competitive compensation and benefits including health, dental and vision, defined benefit pension plan, RRSP matching, health and wellness spending account, and above average vacation benefits. Conditions of Employment * Legally entitled to work in Canada without limitations * Valid Class 5 driver’s license and satisfactory driver’s abstract * Pass comprehensive drug and alcohol test Ready to make a difference? Start your journey with Aquatera Utilities Inc. Apply at Join Our Team: Aquatera [https://www.aquatera.ca/who-we-are/join-our-team]. This competition will remain open until September 18, 2026, we thank all applicants for their interest. Only those selected for an interview will be contacted.

What you’ll do

The Administrative Assistant serves as the primary point of contact for the Distribution and Collection office, managing reception, data entry, and reporting tasks. They also provide support for payroll, accounts payable and receivable, meeting coordination, and internal communications.

Requirements

Candidates must have at least one year of experience in an office administration role and possess strong verbal and written communication skills. Proficiency in Microsoft Office applications and the ability to manage competing priorities in a fast-paced environment are required.

Benefits

• Health insurance • Dental insurance • Vision insurance • Defined benefit pension plan • RRSP matching • Health and wellness spending account • Above average vacation benefits

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Attention to detail · Preferred
• Accounts receivable · Preferred
• Reporting · Preferred
• Office Administration · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Communication Skills · Preferred
• Inventory management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office administration
• Customer service
• Data entry
• Reporting
• Payroll support
• Accounts payable
• Accounts receivable
• Meeting coordination
• Internal communications
• Microsoft Office
• Time management
• Organizational skills
• Communication skills
• Attention to detail
• Inventory management
• Purchasing
• Internal Reporting System
• Office Administration
• Ability To Meet Deadlines
• Administrative Functions
• Valid Driver's License
• Microsoft Excel
• Accounts Payable
• Accounts Receivable
• Billing
• Customer Service
• Communication
• Customer Service Training
• Data Entry
• Innovation
• Internal Communications
• Taking Meeting Minutes
• Mentorship
• Wastewater
• Microsoft PowerPoint
• Time Management
• Coordinating
• Collections
• Filing
• Prioritization
• Detail Oriented

Job areas

• Administrative
• Customer Service & Support
• Finance & Accounting
• Environmental & Sustainability
• Energy
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive