Administrative Coordinator-operations Support

3 weeks ago

Red Deer, Canada Rocky Mountain Phoenix Full time

**Key Responsibilities**:

- Collaborate closely with the Mobile Service, Specialty Trucks, and New Truck Sales Departments to provide proactive administrative support, contributing to the overall efficiency of operations.
- Utilize advanced proficiency in Sage, Blue Folder, and CRM software to manage diverse tasks, including Work Orders, Inventory Management, and Customer Relationship Management.
- Initiate and oversee the creation of all work orders in Sage, ensuring seamless integration with the Blue Folder System to maintain accurate and up-to-date records.
- Process and carefully complete Work Orders for Mobile Service Technicians, ensuring timely and accurate invoicing while verifying equipment additions and updating next service dates.
- Enter Material Usage and Costs Entries into Sage with precision, meticulously relieving Inventory and allocating Costs accordingly, while regularly reviewing for any outstanding discrepancies.
- Manage Calgary SCBA Work Orders and Material Usage, promptly forwarding them for approval on a weekly basis.
- Facilitate seamless Stock Transfers and Receipts from the Parts Department, meticulously ensuring proper inventory allocation to support operational needs.
- Enter Vendor Invoices into Work Orders in Blue Folder, accurately attaching copies to the corresponding Work Orders, and promptly providing copies to the Accounts Payable Department for efficient payment processing.
- Handle Nova Scotia Work Orders and Material Usage as needed, demonstrating flexibility and adaptability to meet evolving operational requirements.
- Maintain thorough records by accurately entering information from LogBooks onto Overtime Tracking sheets for Mobile Technicians, effectively tracking monthly Overtime and Holiday hours for accurate payouts.
- Manage and maintain Shop Labor tracking sheets to monitor productivity and performance, providing detailed reports to the relevant stakeholders on a monthly basis.
- Compile and manage Monthly Reports for Safety compliance with Suncor, ensuring accuracy and adherence to regulatory requirements.
- Coordinate and generate Monthly Reports for Safety, catering to various Customers' reporting needs regarding time on location and travel.
- Execute Year-End checklist activities, including the closure of Service Technicians' Work Orders and the initiation of new ones for the upcoming year, providing essential information for Break-Even reporting.
- Efficiently manage monthly overtime payout sheets for Payroll processing, ensuring accuracy and compliance with relevant policies and regulations.
- Conduct comprehensive costing analyses for Specialty Trucks and New Truck Sales, generating detailed reports on all associated costs to close out jobs.

**Salary**:
$50,000.00 - $52,000.00 annually

If you are a motivated individual with excellent organizational skills and a passion for providing exceptional customer service, we would love to hear from you. This is an exciting opportunity to join a dynamic team and contribute to the success of our organization.

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

**Salary**: $50,000.00-$52,000.00 per year

**Benefits**:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person

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