Office and Administrative Supervisor

Job Responsibility:

Position : Office and Administrative Supervisor

Location: Pitt Meadows, BC

Reports to : Chief Executive Officer and Executive Chairman

ABOUT US

At UP Vertical Farms, our mission is to become one of the largest and most sustainable indoor vertical farm producers of baby leafy greens by 2024, producing the safest, most nutritious, and best tasting salad greens. We specialize in Controlled Environment Agriculture (CEA) and our hands-free, high density, tech-driven vertical farm puts people and our planet first. It also supports the local economy by producing the most flavorful greens, picked at the peak of freshness, and delivered to the local market with speed and precision. Learn more about our mission at

POSITION DESCRIPTION

We are seeking an experienced individual for Office and Administrative Supervisoropportunity for a full-time position at our company.

Reporting directly to the CEOs, the Office and Administrative Supervisor provides a range of support to the operations at UP Vertical Farms. They will provide general administrative support by updating and creating documents, data entry, receiving and tracking invoices, answering emails and phone calls, managing vendors and suppliers, welcoming onsite visitors, purchasing office and operational supplies, perform bookkeeping functions such as: AR, AP, bank reconciliation, deposits, and administrative duties such as managing petty cash, and receiving orders and other duties as instructed. Candidates must have 1-2 years of related experience in general office administration and bookkeeping with knowledge and experience.

Job duties

Performs day-to-day activities; this includes but is not limited to:

· Carry out general administrative duties for the company like greeting onsite visitors by managing the entrance and visitor log, answering, and directing incoming inquiries over the phone and through email, collecting and distributing the mail, filing digital and physical paperwork, maintaining a safe and tidy office environment.

· Receives and pays invoices, manages vendors, suppliers and Develops relationships with current clients, potential clients, contractors, and vendors

. Manage shipments and prepare documentation for custom clearance

· Best identify and order/purchase/coordinate approved equipment, materials or services for the company, process payments and receive/pick up supplies and manage the purchase requisitions from different departments

· Assist with grant applications and lobbying related to the agriculture industry

· Coordinate office activities and operations to secure efficiency and compliance to company policies

· Manage phone calls and correspondence (e-mail, letters, packages etc.)

· Submit timely reports and prepare presentations/proposals as assigned

· Processing and filing invoices

· Managing vendors and processing accounts payable and receivable activities

· Supporting bookkeeping and budgeting services

· Updating of office records and databases that contain personnel, financial, and office data

· Manage agendas/travel arrangements/appointments etc. for the upper management

· Develop relationships with current clients, potential clients, government staff, and grant staff

· Extract and acquire required or supporting information/documentation from clients, government staff and grant organizations

· Work with internal stakeholders to onboard new vendors, establish contracts and gain financial approvals Develop content and documentation for the business, and archive all documents electronically

· Review and track certificates of insurance and construction permit, process applications for payment requisitions, invoices, and lien waivers Process change order requests

· Draft subcontracts and purchase orders, and Generate P&L reports on weekly basis

· Generate financial and operational reports

· Maintain supply inventory and storage, and make sure security system is operating well

· Perform office management tasks, e.g. consumables orders, repair requests, postal and kitchen supply. Carry out miscellaneous administration tasks as requested by managers.

· Maintain a neat and tidy work environment at all times

· Follow and adhere to all given instructions including work procedures and safety policies

· Partake in Occupational First Aid and maintain up-to-date Occupational First Aid equipment and protocols.

An ideal candidate will have:

QUALIFICATIONS:

· 1-2 years' experience in business / office administration / front desk and bookkeeping.

· Proficiency in MS Office, Sage 50 is an asset.

· Excellent communication skills, strong command of the English language

· Pleasant and efficient telephone and reception skills

· Excellent interpersonal skills

· Excellent customer service skills

· Excellent ability to multitask in a fast-paced environment

· Valid BC Driver's license; use of personal vehicle for office purpose may be required

What We Offer

· A ground-level entry into an exciting and innovative AgTech company with opportunities for growth

· Competitive salary based on experience and qualifications

· Comprehensive benefits package

Job Types: Full-time, Permanent

Salary: $50,000.00-$55,000.00 per year

Benefits:

• Casual dress
• Dental care
• Extended health care
• On-site parking
• Tuition reimbursement
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Pitt Meadows, BC V3Y 1Z1: reliably commute or plan to relocate before starting work (required)

Education:

• Bachelor's Degree (required)

Experience:

• Office Administration: 1 year (required)

Work Location: In person