Administrative Support Specialist

Job Title:

Administrative Support Specialist

Location:

New Glasgow, NS (In Person)

About the Role:

Are you a highly organized individual with a flair for multitasking and a love for making systems run smoothly? Stark & Transfluid are looking for a detail-driven Administrative Support Specialist to join our dynamic and fast-paced office team. In this hybrid finance/admin role, you’ll play a key part in keeping our day-to-day operations running like a well-oiled machine.

If you thrive in a role where no two days are the same, from reconciling transactions to running errands, this is the perfect opportunity for you.

Key Responsibilities:

Daily Tasks

- Retrieve and process employee credit card transactions (Stark & Transfluid)

- Reconcile transactions with receipts in Sage (Accounts Payable)

- Track outstanding documentation using Excel and follow up as needed

- Enter and manage all vendor invoices in Sage to maintain accurate financial records

Administrative Operations

- Monitor and replenish office supplies; place orders for team as needed

- Manage incoming calls and route messages professionally

- Handle all outgoing mail, manage the stamp machine, and coordinate postage uploads or repairs

- Support HR with special projects and administrative duties

Seasonal & Special Projects

- Organize, archive, and prepare year-end financial documents for the upcoming fiscal year

Compliance & Reporting

- Assist with IFTA (International Fuel Tax Agreement) reporting by tracking fuel usage across Canada and the US

- General document filing and record-keeping duties

What You Bring:

- Strong attention to detail and organizational skills

- Proficiency with Excel and basic accounting software (Sage experience is a plus)

- Comfortable handling both administrative and financial tasks

- Reliable, trustworthy, and able to maintain confidentiality

- A positive attitude and willingness to help wherever needed

Why Join Us?

At Stark & Transfluid, a family owned and operated business, we believe in working hard and supporting each other like family. You’ll be surrounded by people who care about what they do and value the people they do it with. This is a great opportunity to grow your skills and have a direct impact on how our business operates every single day.