Administrative Supervisor

Job Title: Administrative Supervisor

Location: Calgary, AB

Employment Type: Full-Time, Permanent

Are you looking for an opportunity to create a positive impact in your community?

At Mission Environmental Services Group, we've been dedicated to investing in and improving locally owned waste companies across Western Canada and the United States. We are more than just a business—we are trusted partners who help preserve the legacies of the companies we work with, ensuring their staff, customers, and values are taken care of as they transition into the next phase of growth.

If you enjoy supporting teams, creating a positive work environment, and delivering exceptional service, we'd love to hear from you.

Why Join Us?

• Competitive Compensation: Starting rate at $25.00-$27.00/hr (negotiable based on experience)
• Comprehensive Benefits: Health, Dental, and Vision coverage, Health Spending Account (HSA), Group Retirement Savings Plan (GRSP)
• Work-Life Balance: Regular work week schedule and paid vacation days
• Other Perks: Annual bonus

Position Overview:

MESG is seeking a detail-oriented and motivated Administrative Supervisor to oversee key office and operations support functions. This role is responsible for managing administrative tasks, assisting with customer service, and ensuring accurate recordkeeping. The Administrative Supervisor will directly supervise the Dispatcher and Repairs Coordinator positions, ensuring efficiency, accuracy, excellent customer service, and management of all KPIs related to dispatching and scheduling. This role will also serve as a backup to the Dispatcher role, helping coordinate schedules, answer customer calls, and support field operations when needed. This position is ideal for someone with strong leadership, organizational, and problem-solving skills who thrives in a fast-paced environment and enjoys balancing administrative duties with operational support.

Key Responsibilities:

Leadership and Supervision

• Supervise and provide daily oversight to the Dispatcher and Repairs Coordinator roles.
• Ensure staff meet performance expectations and provide coaching, training, and feedback.
• Monitor and report on key performance indicators (KPIs) related to dispatch efficiency, response times, customer satisfaction, and job completion rates.
• Identify trends, bottlenecks, or process issues and implement improvements.
• Provide weekly and monthly performance reports to the General Manager.

Administrative Support

• Maintain accurate digital and paper records, including creation of daily and recurring invoices, service orders, and management of compliance documents.
• Monitor and resolve payment issues by contacting customers regarding failed transactions, overdue accounts, and outstanding balances.
• Ensure regulatory compliance by reviewing reports to confirm accuracy in licensing and compliance and maintain up-to-date customer account records.
• Support management by preparing documents, tracking projects, and other administrative functions.
• Maintain office equipment inventory and assist with providing tablets and logins to new hires.

Customer Service

• Greet and answer inbound calls in a professional manner.
• Assist customers with scheduling, general inquiries, and service questions.
• Resolve minor customer concerns and escalate complex issues to management.

Dispatcher Backup

• Serve as backup to the Dispatcher role during absences, breaks, or peak workload periods.
• Use scheduling software to schedule and adjust daily service routes.
• Answer phones to take service requests and dispatch urgent calls.
• Communicate job details to technicians and monitor progress throughout the day.

Qualifications:

Required:

• Associate's degree in business administration or other relevant coursework, Certified Administrative Professional certification, or two years of professional experience in an Administrative Supervisor or related role.
• Familiarity with the general flow of office operations and the ability to identify and resolve common issues that arise in an office environment.
• Excellent computer and communication skills, including proficiency with scheduling software, invoice processing, web-based (VoIP) phone systems, and customer communication standards via phone and email.
• Strong organizational skills and the ability to multi-task and prioritize workload.
• Proficiency with Microsoft Office (Word, Excel, Outlook), Asana, or similar productivity tools.

Preferred:

• Familiarity with ServiceCore or similar scheduling/dispatching software.
• Experience with VoIP phone systems.
• Knowledge of the service industry.

*** Please note that this job description is not exhaustive and may be subject to change.

At MissionESG, we are an inclusive and diverse team with an entrepreneurial spirit. Accountability, Safety, and Care are fundamental to our culture and our operations. As an equal opportunity employer, we encourage all qualified applicants to apply, to help us build a diverse workforce that reflects the communities where we live and work.

Must be legally authorized to work in Canada. MissionESG is unable to assist candidates in obtaining Canadian work authorization.

Job Types: Full-time, Permanent

Pay: $25.00-$27.00 per hour

Expected hours: 40 per week

Benefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off
• RRSP match
• Vision care

Work Location: In person