Operations Administrator

6 months ago

Vancouver, Canada Clearway Full time

At Clearway we are committed to every project. We pride ourselves on a keen work ethic and more importantly, the talent and skill of our people. In fact, the Clearway Staff is the reason why so many organizations turn to us for the most complex construction assignments. That is how we’ve evolved from a sewer and watermain contractor, to one of Canada’s most reputable construction companies with as many capabilities as there are needs.

Clearway has been operating for more than 50 years, specializing in sewers and watermains, transportation, dry utilities, shoring, road reconstruction, bridges, concrete forming, marine, environmental remediation and treatment plants / pumping stations.

We are building our Vancouver team as part of an aggressive expansion into the BC market. If you are looking to work for a growing company who values the contribution of its employees and you demonstrate creativity, ingenuity, initiative and a high-level commitment then we are the company for you. We offer challenging and rewarding career opportunities, with room to grow, learn and excel.

**Summary**:
The **Operations Administrator** is responsible for assisting in various administrative functions for both projects and corporate related matters while working closely with the operations, field and accounting teams.

**Location: Clearway's Regional Office - Surrey, BC.**

**Hours of Operation: 8:00 am to 5:00 pm (PST)**

**Essential Duties & Responsibilities**:

- Gain an understanding of the Clearway Group’s organizational structure to support accurate recording and support documentation requirements of expenditures for the regional operations.
- Data entry/transfer, reports, document control, coordination with project team, liaison between field and head office.
- Formatting of various spreadsheets and workbooks as required by project teams
- Writing formal Standard Operating Procedures relating to the operations department
- Assist with training and onboarding for new employees
- Creating onboarding packages/presentations for new employees (Field and Office Staff)
- Project set up on corporate directory and all related systems
- Liaison between field and office personnel
- Assisting with monthly reporting as needed for senior management
- Retrieve and catalogue all engineering standards, acts and regulations for municipal and provincial clientele
- Creating Purchase orders for projects as needed, including vendor set up process and other procurement related matters as needed
- Document control and internal audits
- Annual updates for Labour (Unions) and Equipment (BC Blue Book)
- Creating, distributing and keeping up to date forms and templates used by the operations team Coordinate with the Head Office Admin Team in requesting and following up Subcontractor/Vendor mandatory documents
- Maintain and update various tracking sheets required throughout construction including but not limited to: quantity tracking, production tracking, material tracking, trucking logs, packing slips, locates, submittal logs, Shop drawings, RFI, RFQ, Purchase Orders, and permits in coordination with project teams as needed
- Assist in packaging documents and filing various project documentation
- Attend internal coordination and project meetings as requested/required & take minutes
- Coding, sorting and preparing packing slips for submission to head office.
- Print and/or scan copies of vendor or employee source documents (invoices, packing slips, Visa & Gas receipts) for coding, and submit to ON head office.
- Data entry and processing time and material work
- Complete additional administrative/accounting assignments as requested by senior management, as assisting head office-based Finance Team members with meeting month-end process requirements and deadlines.
- Accurate input of data in various programs used within the company in a timely manner
- Packaging, organizing and updating of various spreadsheets, diagrams and photographs
- Attend conferences and training as required to maintain proficiency

**Requirements**:

- Post-Secondary Education/College Diploma preferred
- Knowledge and use of Microsoft Word, Excel, and Adobe
- Detail oriented, and able to multi-task under the pressure of deadlines
- Experience in administration (within construction sector preferred)
- Able to effectively communicate in English with internal and external parties, both written and verbal
- Effective time management and organizational skills
- Proven ability to work independently and within a team environment
- Valid British Columbia Drivers License
- Must be legally eligible to work in Canada - no work permit sponsorship is available for this position

**Benefits**:

- Competitive Salary with annual cost of living increases
- Annual Bonus Program
- Group RRSP with 100% Matching
- 100% Company Paid Benefits
- Extended Health Care
- Dental Care
- Vision Care
- Disability Insurance
- Vacation & Personal Days, plus Paid Holiday Shutdown
- Parental Leave Top-up

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