Office Manager

Job Overview:

We are seeking a full-time Office Manager to join our team. This position is pivotal to our operations, involving a myriad of administrative tasks essential for the seamless functioning of MDF’s Alaskan Hub.

Key Responsibilities:

Human Resources:

Coordinate with HR consultant and legal department to ensure Human Resources functions are managed and addressed. Assist with:

• Hiring and onboarding

• Implementing HR programs

• Ensuring all company policies and procedures comply with current laws and confidentiality standards

• Regularly updating the Employee Manual

Insurances:

• Handle all business insurances, including dental and health insurances with an insurance agency

Land Management:

• Ensure compliance with all agreements and government payments and regularly update company software

Accounting:

• Send timesheets and other documents to the company’s payroll accountant in a timely manner.

• Process and facilitate payment of invoices

• Assist with generating cash calls and bank transfers when instructed

• Liaise with USA tax consultant and provide information as necessary

• Collaborate with accounts team in Australia when necessary to assist with monthly reconciliation processes.

• Work in accounting information systems, including Xero and Hubdoc.

• Clarify and provide details regarding accounting activities in the US vs. Australia

• Assist with budgeting and forecasting of field activities, including using daily field reports to identify project costs and use of consumables

• Additional duties as requested by CFO

Reporting:

• Assist with various weekly/monthly reporting tasks

• Complete daily reporting based on collation of various field reports and data

• Complete timely government reporting (biennial reporting, business licenses)

Camp/Field Management:

• Organize travel as and when required

• Help coordinate with contractors as needed

• Coordinate with the geology staff to order equipment and consumables needed in the field and assist with reconciling inventory levels on a regular basis.

• Coordinate maintenance and repairs as necessary

Other Responsibilities:

• Ensure and organized and orderly physical office space as well as electronic and physical files

• Manage company conference participation – sign up, set up, bookings, travel, any admin required

• Oversee general office tasks such as key management, equipment maintenance, IT-related issues, and cleaning

• Communicate regularly with various roles in Australia

• Identify, communicate, and implement process improvements

• May be required to run company errands using (personal or company) vehicle

• Any ad-hoc duties, as needed

Qualifications:

Experience:

• Required: Three to five years of experience in an office administration or related position with duties including basic accounting, HR compliance, contract management and inventory management

• Preferred: Experience working in the mineral exploration or related field

Education and Training:

• Required: High School diploma or GED

• Preferred: Formal education and training in accounting or bookkeeping, human resources, office administration and/or land management

• Preferred: Current driver license

Knowledge, Skills and Abilities:

• Proficient in Microsoft Office suite, especially Excel, Word, Outlook and Teams

• Ability to read, interpret and apply local, state and federal regulations

• Strong organizational and multitasking abilities.

• Detail-oriented with a proactive approach to challenges.

• Excellent communication and interpersonal skills.

• Ability to exercise good judgement and maintain strict confidentiality

• Excellent time management skills with a proven ability to meet deadlines

• Ability to work equally well independently and with teams

• Punctual and reliable regarding scheduled work hours

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.

• Must be able to lift up to 20 pounds at times.

This is an in-office position based in Fairbanks, Alaska. Typical office hours are from 9 am to 5 pm. From May to October, the employee may be required to work early or later hours and some weekends to meet the demands of a busy field season.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

MDF’s Alaskan Hub values diversity in its workforce. All qualified candidates are encouraged to apply. We are not able to sponsor visas at this time and only applicants who are eligible to work in the US will be considered for employment.

If you are interested in applying for this position and meet the qualifications outlined above, please email your current resume to contact@wielandhr.com.