Operations Administrator

7 months ago

Edmonton, Canada RGO Full time

**ABOUT RGO**

Creating places that help people work, learn, heal, age, play, be inspired, and accomplish more.

RGO is a privately held business in Calgary, Canmore, and Edmonton. We were founded in 1966 in Calgary with roots selling typewriters Now, RGO is proud to be 5 decades strong and growing. We have since grown to be the largest dealership in Western Canada, offering total interior solutions with the broadest selection of Furniture, Window Coverings, Flooring, Technologies, Architectural Solutions, Moves, and Storage Management.

We believe space matters, and we want our clients to efficiently operate a modern space, whether it’s a 40-storey tower, a public institution, education, healthcare, or a dazzling corporate showpiece. As an Albertan company with a reputation for hands-on service and dedication to quality, we are looking for an individual who aligns with our core values to create great work experiences for our clients, partners, and people.

**THE OPPORTUNITY**

Get to join the RGO team that has been recognized as the Best Workplace in Alberta at one of Canada’s Best Managed Companies by joining us as an Operations Administrator in our Operations department reporting to the Operations Manager.

**WHAT YOU WILL DO**
- Manage the scheduling of labor for current (daily/weekly) and future jobs as required by Project Coordinators.
- Enter projects and deliveries into Scheduler, which includes updating the Teams spreadsheet board and assigning RGO fleet for each project or delivery.
- Assist with the direction of field teams to help ensure a safe, quality, and timely delivery of contractual and ongoing service deliverable to our client base.
- Strategically assign crews to specific jobs based on skill sets, customer accounts and labor budgets for the projects.
- Ensure time reports are filed and organized. Review and input into Hedberg daily operations staff timesheets.
- Schedule day-to-day furniture deliveries and single item deliveries. Fully utilize Hedberg for delivery processes.
- Ensure Tickets have correct information to complete installation, proper Sales Codes, PO Numbers and Order Instructions.
- Ensure all Tickets have all complete information for submitting to be invoiced. Collects all Tickets returned from field to ensure consistency before submitting. (Job Costing, Install Times & Budgets assigned).
- Identify and resolve issues with sales, coding, and delivery so invoices can be generated.
- Support for Operations Manager while they are out of the office, on vacation or otherwise inaccessible.
- Gather data for Installation hours and estimated installation hours for projects, reports.
- Verify delivery tickets daily, make corrections as required.
- Handle telephone requests on behalf of delivery and installation, as required.
- Prepare and send correspondence on behalf of delivery, and installation, as required.
- Administrating the Demo furniture program and schedule deliveries as required.
- Recommend and implement process improvements that facilitate improved record keeping, management information, departmental accounting methods and tracking of delivery, and installation activities.
- Assist in development and maintaining policies and procedures for delivery functions.
- Maintain safety documentation, performance, employee training, licenses and certificates and share with RGO’s Corporate Health & Safety advisor.
- Uniform control for the Installation Team.
- File and maintain files for record keeping and management information purposes, all documents relative to the activities of delivery, installation, and warehousing, which includes freight.
- Provide back-up for After Market Service/POE Coordinator and Administrative Assistant to Operations Manager.
- Maintain maintenance and repair files on Operations fleet.
- Maintain files on vehicle accidents and report to the Senior Manager, Operations & Service on their status; notify RGO’s Insurance Broker when required.
- Deal with delivery related problems and consult with Project Coordinators. Delivery follow-up with customers (spot-checks).

**WHAT YOU WILL BRING**
- Post-secondary education plus at least two years of office experience in a similar role.
- Excellent communication and interpersonal skills applicable to working in a team environment.
- Well-developed clerical skills. Customer service focus is vital. Knowledge of Edmonton & Area.
- Understanding of scheduling to ensure on-time deliveries.
- Computer skills including proficiency with MS Office and vehicle routing.
- Furniture product knowledge is an asset.
- Understanding of RGO’s business and computer business system (Hedberg) or willing to learn it.
- Must be able to multi-task and handle large volumes of work.
- Detail oriented with good organizational skills and follow-up abilities.
- Minimum of 2 years of experience in logistics or distribution is required.
- Good organizational and interpersonal skills. Being a team player.
- Able to communicate effe

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