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Admin & Material Coordinator

2 weeks ago

Edmonton, Canada Air Products Full time

**Job Description and Qualifications** Air Products Canada Ltd., a wholly owned subsidiary of Air Products and Chemicals Inc., has manufacturing and distribution operations in Quebec, Ontario, and Alberta. Air Products core industrial gas business provides atmospheric and process gases serving a variety of customers in 50+ countries, including refining, chemical, gasification, metals, electronics, manufacturing, food and beverage, welding, and healthcare. Reporting to the Alberta Franchise Operations Manager, this position is responsible for providing comprehensive Admin & Materials Coordination activities. You will work closely with and support the local Alberta franchise teams and Functional Support Groups. The incumbent must possess a strong work ethic and e able to deal with variety of tasks. Creativity, discretion, demonstrated good judgment, and the ability to deal with individuals at all levels internal and external to the organization are qualities necessary to excel in this role. **RESPONSABILITIES** - ** General Administration support**: - Daily pick up, distribution and processing mail. - Administrative support to onsite staff and Air Products visitors. - Control the main gate visitor’s access. Greeting visitors, guests, and to maintain a good service attitude & guest relation. - Proactively guide visitors through the process, including signing the Visitor log and communicating company regulations. - Coordinate with employees, phone, computer, and communication requests. - Registering and managing meeting room - Updating, managing and distributing staff contacts and phone lists - Coordination of VMI (Vendor Management Inventory) program. - Reads and analyzes incoming memos, submissions, and reports in order to determine their significance and plan their distribution. - Reviews local company practices and procedures pertaining to position role, update as required and communicate to teams. - Attends staff meetings, issue meeting minutes, and manages action item follow up as required. - Maintains confidential records and files. - Weekly staff meeting member. - Participate in site committees as needed. - Social committee member. - Member of the document retention control committee. - Responsible to maintain a filing system for all our environmental communication and reports. - Administrative responsibility in regards to the ABSA owner user manual and participation in related audits. - Maintain accounts payable files. - Cost coding and processing of invoicing in SAP, E-form. - Approval and goods receipt of invoices in SAP, submit invoicing to Scanning department for processing. - Resolve invoice discrepancies in SAP dashboard. - Resolve purchase order quality and payment problems with suppliers and contractors. - Liaison for day-to-day transaction issues between Vendors, Contractors and Accounts Payable. - Reconciliation of corporate credit cards - Responsible for all procurement activities at the plants by providing requisition of services and parts, E-form purchase orders, change orders, requests for quotes plus shipping and receiving to the following groups: - Plant maintenance. - Plant Operation. - Engineering. - Environmental. - Turnaround. - Responsible for keeping accuracy of the pressure rated parts and material as per regulatory clauses of the owner user manual under ABSA. - Maintain a facility purchasing request system and update the requests with any changes such as parts purchased, cost, delivery info, product quality/performance, inventory, etc. - Discusses defective or unacceptable goods or services with users, vendors, and others to determine source of trouble and take corrective action. - Coordinate / obtain proper customs documentation for cross border shipping. - Prepare and maintain shipping records to maintain paper trail and provide timely communication to the working groups. - Prepare and maintain purchasing files, reports and vendor lists. - Connects with vendors to obtain product or service information, such as price, availability, and delivery schedule. - Work with procurement and material management to develop local supplier support for spare parts, replenishment, refurbishment and supply of consumables. - Supports engineers and estimators in preparations of estimates by contacting vendors for "budgetary pricing" for equipment and materials. - Design, promote and implement material management strategies. - Make process improvement recommendations to management. - Relies on instruction and pre-established guidelines to perform function with some degree of creativity and latitude. - May arrange for transportation and/or storage of purchased products. - ** Warehouse Support**: - Coordinate with plant sites, stock handling such as receiving, storing, etc. as well as issuing materials, parts and equipment in the storeroom area. - Coordinate with plant site preparation of outgoing material and products - wrapping, packing, weighing, stenciling, addressing, crating, uncratin