Bookkeeping & Administrative Assistant

Innov8 Group is a specialized petroleum engineering firm that optimizes all aspects of well design, drilling and completions. We succeed by leveraging technical planning, operational expertise and collaborative teamwork. We are looking for a highly organized, analytical and detail-oriented Bookkeeping & Administrative Assistant to join Innov8 Group in a long-term, permanent position. Full-time: 40 hours per week, Monday to Friday Wage: $30–$35 per hour, depending on experience and skill level In-office position – Calgary About the Position This is a diverse, fast-paced administrative position supporting the operational, financial and field activities of the company. The position involves extensive daily use of Microsoft Excel and PDF editing software, working with large amounts of data and documentation, and managing multiple priorities and administrative processes simultaneously. The successful candidate must be exceptionally organized, analytical and able to move between completely different responsibilities as priorities change throughout the day. Excel, Data & Document Management A strong background working with Microsoft Excel, data and PDF editing software is essential for this position. · Work extensively in Excel to organize, review, compare and manipulate operational, financial and administrative data. · Maintain established spreadsheets, tables, trackers and reporting tools. · Sort, filter and compare information from multiple sources and identify missing information, discrepancies, duplicates and errors. · Understand how information relates between different spreadsheets, reports and systems and recognize when results do not appear correct. · Create, edit, combine, organize and complete documents using PDF editing software. · Prepare and proofread forms, reports, correspondence and supporting documentation for accuracy, completeness and consistency. · Maintain organized files, consistent document naming and accurate company records. This position does not require the development of highly complex Excel formulas from scratch. We are looking for someone who is highly comfortable working with data, understands how information relates, and has strong analytical and problem-solving abilities. Organization & Process Management This position requires an exceptionally organized and process-driven individual who can: · Manage numerous active tasks and changing priorities without losing track of outstanding work. · Stop one task to address a higher priority item and return to unfinished work, even several days later, knowing exactly where they left off. · Maintain shared priority and tracking systems so the status of work is current and visible to the team. · Follow detailed written procedures consistently, ensuring it is followed step by step. · Recognize when information, instructions or results do not make sense and ask for clarification rather than making assumptions. · Communicate before changing, skipping or deviating from an established procedure. · Think logically and analytically when investigating discrepancies or problems. · Take ownership of outstanding work and follow tasks through to completion. Bookkeeping & Financial Administration · Perform day-to-day bookkeeping and financial data entry using QuickBooks · Process accounts payable and accounts receivable under the direction of the Controller. · Prepare customer invoices and supporting documentation. · Complete job costing, coding and financial data entry. · Review contractor and vendor invoices for completeness, accuracy and required documentation. · Prepare bank and credit card reconciliation information for review and completion by the Controller. · Identify missing transactions, receipts and discrepancies requiring follow-up. · Prepare estimates, summaries and supporting financial information as required. Safety & Field Personnel Administration · Maintain safety, compliance and onboarding documentation for employees and contractors. · Track required safety certifications, training and expiry dates. · Assist with client-specific safety and compliance requirements and third-party systems. · Follow up with personnel regarding missing documentation, renewals and outstanding requirements. · Prepare and organize safety documentation for clients, field personnel and company records. Qualifications & Skills · Strong Microsoft Excel skills and demonstrated experience working with data. · Minimum typing speed of 50 WPM with a high level of accuracy; 60+ WPM preferred. · High level of computer proficiency and technical aptitude, including strong file management skills, working within cloud-based systems, and the ability to independently troubleshoot common computer, browser, software and file-related issues. · Strong PDF editing skills, including creating and modifying PDFs, combining and organizing files, creating bookmarks, working with forms and preparing professional final documents. Innov8 operates in a completely paperless environment. · Ability to independently create professional templates, forms and documents from general direction without requiring step-by-step instruction. · Exceptional organizational and time-management abilities. · Strong analytical, critical-thinking and problem-solving skills. · Exceptional attention to detail and accuracy. · Ability to consistently follow detailed written procedures and established processes. · Strong written and verbal communication skills. · Proficiency with Microsoft Office, including Word and Outlook. · Understanding of basic bookkeeping principles. · QuickBooks experience is an asset; training will be provided on Innov8's specific processes. · Oil and gas industry experience is an asset. · Post-secondary education in accounting, administration, bookkeeping, business or a related field is an asset. Position Details · Full-time, Monday to Friday, 8-hour shifts. · This is an in-office position; remote work is not available. · Must be able to work from both Innov8 office locations: one in downtown Calgary and one in the far northwest of Calgary. Must have a vehicle, as transit is not available for home office. · The employee will be required to work from either location based on operational needs. · Employees are responsible for their own transportation and any applicable parking costs.

The role provides administrative and financial support, focusing on bookkeeping, data manipulation in Excel, and document management. It also involves managing safety compliance and onboarding documentation for field personnel.

Candidates must have strong technical proficiency in Excel and PDF software, with a typing speed of at least 50 WPM. Experience in bookkeeping and the ability to follow detailed written procedures are essential.

• Microsoft ExcelPreferred
• BookkeepingPreferred
• Time managementPreferred
• Microsoft WordPreferred
• Microsoft OutlookPreferred

Identified from the job description. Confirm important requirements above.

• Microsoft Excel
• QuickBooks
• PDF Editing
• Bookkeeping
• Data Management
• Accounts Payable
• Accounts Receivable
• Job Costing
• Bank Reconciliation
• Time Management
• Analytical Thinking
• Document Control
• Safety Compliance
• Microsoft Word
• Microsoft Outlook
• Typing Speed

• Administrative
• Finance & Accounting
• Energy
• Data & Analytics
• Security & Safety

Minimum education

High school

Minimum experience

2+ years

Apply by

Sep 10, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Entry level

Application method

Direct apply is available