Administrative Coordinator

4 days ago

Ponoka, Canada Almita Piling Full time

**About the Role**:
We’re looking for a proactive, detail-oriented **Administrative Coordinator** to support our fast-paced and dynamic Maintenance & Equipment (M&E) department. This role is ideal for someone who thrives on juggling multiple priorities, creating seamless reporting processes, and supporting both field and office operations with a high level of professionalism and efficiency.

**What You'll Be Doing**:
As the go-to admin expert for the M&E team, your days will be full of variety.

Key responsibilities include:

- Providing dependable administrative support to the M&E department
- Maintaining records of any work and inspections done on-premises
- Continuously monitor direct/indirect labour hours worked vs e
- Creating and managing work orders, labor tickets, and maintenance records
- Creating purchase orders for the M&E department and ensuring proper coding
- Monitoring labour hours and employee timescards and identifying variances
- Preparing monthly reports on KPIs, work orders, purchase orders, and labour tracking
- Overseeing inventory tracking, purchase order coding, and fuel card assignments
- Managing compliance and reporting for NSC, IFTA, ELD systems, and driver abstracts
- Maintaining training records for the M&E department
- Handling departmental logistics like meetings, minutes, travel planning, and communication
- Ensuring accuracy of documentation and data entry across systems (Titan, Komtracs, TRAC, etc.)

**You’ll Succeed In This Role If You Have**:

- Strong understanding of equipment and vehicle maintenance
- Knowledge of National Safety Code requirements and IFTA reporting
- Experience balancing administrative priorities in a technical or maintenance environment
- High attention to detail
- Comfort communicating with a variety of stakeholders

**Qualifications & Experience**:

- College diploma in Business Administration or Office Administration
- 5+ years of administrative experience. Experience in a vehicle/equipment maintenance environment an asset
- Valid Class 5 driver’s license
- Advanced Microsoft Office skills (Word, Excel, PowerPoint)
- Experience with ERP systems
- Knowledge of maintenance scheduling, reporting, and compliance systems

**Behavioral Competencies We Value**:

- Detail-Oriented & Results-Driven
- Strong Communicator & Team Player
- Organized and Able to Prioritize
- Client-Service Oriented

**Work Environment**:

- Office and shop-based with occasional work-from-home flexibility
- Fast-paced environment with tight deadlines
- PPE required on-site as per policy
- Occasional travel to industrial work sites may be required

Pay: From $58,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Work Location: In person

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