Station Administrator
4 weeks ago
Under the direction of the Corporate Services Manager, the Station Administrator provides general system, administrative, and reception support for their station location(s). This role’s primary focus is acting as system power users, orientating others on applicable systems and ensuring accuracy, timeliness, and completeness of all information being entered into them. This role is to act as a steward of information relating to Magnum’s customers, people, equipment, and compliance systems, with their number one priority being the people and equipment of their assigned station(s). This role is also responsible for providing basic bookkeeping and other financial support, as well as coordinating Human Resource documentation as required. This role liaises with staff and external parties to accomplish the company’s objectives and ensure good client relations are maintained. The Station Administrator role encompasses three levels of seniority based on skillset and experience with Magnum’s various external service lines, as well as the ability to support multi-regionally, with Magnum’s regions being Canada and the United States. External Service Lines include Oilfield Cementing, Soil Stabilization, Isolation Technologies, and Fluid Services. Specific definitions on the levels are as follows: The Station Administrator 1 position is an entry-level position into the role. Station Administrator 1 are able to competently and successfully support any and all work within their Station and assigned service line, typically being Magnum’s core service line of oilfield cementing services.
Job Responsibilities
- Perform general reception duties including greeting and assisting visitors, answering phones, responding to and directing telephone and electronic enquiries appropriately, and the processing of mail.
- Perform administrative duties such as maintaining files, recording meeting minutes, and word processing.
- Support Human Resources activities at the station level, such as new hire onboarding and training.
- Maintain adequate inventory and maintenance of offices supplies and equipment.
- Plan and schedule meetings, conferences, and travel arrangements, as well as process expense reports. Maintain safety files and distribute minutes for safety meetings.
- Coordinate with management, staff, and external parties to obtain information needed to support project initiatives and/or meet project deadlines.
- Read, route, draft, edit, and send written and electronic communication on behalf of the Corporate Services Manager and Management as required, including records and reports.
- Support Head Office initiatives as required, such as the annual Employee Engagement Survey, memos, system rollouts and changes, etc.
- Ensure cross training of other administrative employees for back up when absent.
- Anticipate the administrative needs of the business and respond in a proactive manner.
- Communicate effectively with visitors, clients, and employees to maintain Magnum’s reputation for quality and commitment to service.
- Communicate relevant issues to Management (Station, Corporate Services Manager, or other) as appropriate.
- Ensure accuracy, completeness, and timeliness of data/information being tracked and entered into internal systems, including but not limited to Operational Ticketing, Equipment Tracking, People Management, Workflow Management, Purchase Order Management, and External Compliance Management.
- Audit, process, and enter all job tickets, ensuring accuracy on pricing and charges, routing to Invoicing or for approvals
- Working with accounting on invoicing issues.
- Participate in training and development activities.
- Other related duties as required.
Qualifications - Required
- Several years of experience in a similar role in an independent business environment or in progressively responsible administrative positions.
- Basic understanding of bookkeeping and administrative or office procedures.
- Experience and ability to use computer software, including word processing, spreadsheets and accounting software; must be very experienced with MS Office suite of products.
- Legally eligible to work in the country the role is based out of.
Qualifications - Looking For
- Post-secondary education in administrative services or equivalent.
- Able to maintain accurate files ensuring confidentiality of data is maintained.
- Detail and process oriented and have high degree of accuracy.
- Excellent oral and written communication skills, able to take limited direction and follow verbal and written instructions.
- Strong work ethic, positive attitude, reliable, and dependable.
- Flexible and able to adapt to change.
- Understands the importance of safety.
- Team player and customer service focused.
- Demonstrated initiative and results orientated.
Qualifications - Assets
- Ability to interpret financial or other information.
- Good interpersonal and organizational skills with the ability to multitask.
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