Administrative Assistant, Dispatch Services

Highlights of the job

EPCOR’s Project and Technical Services team is hiring a full-time, permanent **Administrative Assistant, Dispatch**Services**, working out of Edmonton, AB in the EPCOR Tower.

As the Administrative Assistant, Dispatch Services you will work collaboratively with the Dispatch Services Operations Manager and team to support the scheduling, coordination, dispatch, and reporting of contractor services for internal and external clients. You would be managing day-to-day administrative tasks such as equipment scheduling, dispatching as required, reporting and real-time data entry within the scheduling and tracking software.

What you’d be responsible for

**Administrative & Operational Support**
- Managing daily administrative tasks, including scheduling, dispatching, and data entry.
- Providing support for meetings, events, and office logistics (e.g., setting up meetings, taking minutes, ordering supplies).
- Delivering exceptional customer service by responding promptly to requests and resolving scheduling issues in real time.
- Participating in accompanied field inspections and observations.

**Billing & Procurement**
- Processing and logging 100% of URD and Dispatch Services invoices within 1 business day.
- Creating accurate purchase order requisitions in Oracle with zero data-entry errors.
- Receiving invoices.

**Inbox & Inquiry Management**
- Maintaining an organized inbox and responding to all inquiries within 1 business day.

**Contractor Orientation & Compliance**
- Coordinating daily orientations and compliance reviews for new contractors.
- Maintaining weekly contractor compliance charts with 100% accuracy.
- Scheduling quarterly and annual inspections via calendar invites.
- Creating and maintaining incident and near-miss folders with complete documentation.

**Inventory & Yard Support**
- Assisting with vendor coordination and completing quarterly yard inventory counts within 5 business days.
- Entering all packing slips and asset data into the tracker within 1 business day.

**Dispatch Support**
- Providing backup coverage for the Dispatch Coordinator, including:

- After-hours dispatch 24/7
- Multi-channel communication
- App monitoring (evenings/weekends)
- Crew and contractor support
- App troubleshooting
- Job assignment coordination

What’s required to be successful
- High school diploma, GED or equivalent secondary education is required.
- Post-secondary education in administration or business _is an asset_.
- 3-4 years of related experience, including 2+ years of experience in customer service.
- Experience and in-depth understanding of manual equipment scheduling and dispatch operations.
- Must be available and fit for duty to provide on-call (24/7) coverage, as required, for after-hours dispatch requests.
- Strong working knowledge of SharePoint, Teams and MS Office Suite (Intermediate user in Excel).
- An ability to plan, coordinate, and communicate operational tasks with both field and office staff to drive consistency and service quality.
- Ability to influence and manage client expectations, consistently achieving above-average customer satisfaction outcomes.
- Ability to work autonomously while contributing actively to shared goals.
- Exceptional written and verbal communication skills, with a meticulous eye for detail.
- Strong time management and multitasking capabilities.
- Ability to demonstrate professionalism and adaptability in high-pressure environments.
- Ability to mentor peers and support team dynamics; capable of fostering a collaborative and high trust work environment.
- Experience with planning and scheduling software tools is a _strong asset_._
- Strong knowledge of creating requisitions and Purchase Orders through Oracle is _considered an asset._
- Knowledge of excavation equipment is _considered_ an asset_._

Other important facts about this job

Jurisdiction: CSU52

Class: A2

Hours of work: 80 hours biweekly
- Occasional on-call (24/7) coverage will be required for after-hours dispatch requests.

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Please note the following information:

- A requirement of working for EPCOR is that you are at least 18 years of age, successfully attained a high school diploma (GED, or equivalent level of secondary education) and legally entitled to work in Canada. (A copy of a valid work permit may be required.)
- If you are considered for the position, clearance on all applicable background checks (which may include criminal, identity, educational, and/or credit) and professional reference checks is required. Some EPCOR positions require an enhanced level of background assessment, which is dictated by law. These positions require advanced criminal record checks that must also be conducted from time to time after commencement of employment.
- A technical/practical assessment may be administered during the selection process and this exercise will be used as a part of the se