Administrative Assistant

3 months ago

Sparwood, Canada Columbia Industries Ltd. Full time

**Job Title**: Service Coordinator

**Company**: Columbia Industries

**Location**: Sparwood, British Columbia, Canada

**Job Type**: Full-time, Permanent

**Primary Objectives**:
The Service Coordinator will support branch activities by managing work procedures and administrative tasks with a focus on meeting customer requirements. The role also involves providing assistance to service and production personnel to ensure smooth operations.

**General Responsibilities and Duties**:

- Open and close work orders.
- Source, purchase, and receive parts, materials, and shop supplies to support production activities.
- Coordinate the shipping of customer products to meet delivery deadlines.
- Ship completed work to customers.
- Maintain accurate records including employee files, work orders, inspection reports, purchase orders, and pack lists.
- Maintain inventory and update the JobBoss system.
- Adhere strictly to corporate policies and procedures.
- Keep up-to-date work-in-progress (WIP) records.
- Process daily time cards for staff.

**Detailed Responsibilities and Duties**:

- Manage daily time cards and records of weekly work.
- Open jobs in JobBoss and perform regular WIP reviews and updates.
- Source materials and provide quotes for job packages.
- Handle job purchases, picks, and receiving confirmation for ordered goods.
- Manage incoming freight and shipping processes.
- Review non-conformance reports (NCRs) with production staff.
- Handle dangerous goods shipping and ensure safety compliance.
- Conduct monthly shop supply counts and adjustments based on usage.
- Maintain inventory records, including mill certification, and conduct annual reviews.
- Review open picks and buys, as well as close jobs monthly.
- Maintain branch exchange inventory and restock unused goods.
- Manage inventory within the JobBoss system, including material preferences and customer/vendor modules.
- Maintain employee files and process branch expense reports and Visa statements.
- Prepare shipments for Chromic Acid and Canspec samples.
- Maintain Material Safety Data Sheets (MSDS) and other branch filing.
- Keep office supplies stocked and perform inventory adjustments from the seal room.

**Qualifications**:

- Proven experience in service coordination, administration, or a similar role.
- Strong organizational skills and attention to detail.
- Proficient in JobBoss or similar enterprise resource planning (ERP) systems.
- Excellent communication skills, both written and verbal.
- Ability to work under pressure and meet deadlines.
- Knowledge of shipping procedures, including dangerous goods handling.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

**What We Offer**:

- Competitive salary based on experience.
- Comprehensive benefits package.
- Opportunities for professional growth and career advancement.
- A dynamic, supportive work environment.

**Job Types**: Full-time, Permanent

Pay: $25.00-$30.00 per hour

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- English (required)

Work Location: In person

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