Operations & Project Administrator

Deadline To Apply: This position will remain open until a suitable candidate is selected. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.

Contract Type: Full-time

Position Overview:

Under the direction of the General Manager, the Operations & Project Administrator provides administrative, project coordination and operational support to Aseniwuche Environmental Corporation (AEC).

The incumbent performs a wide range of duties independently and as part of the AEC team, supporting the planning, mobilization, execution, costing, invoicing and closeout of projects. The position assists with day-to-day operational requirements including employee and project scheduling, travel and accommodation arrangements, data entry, training coordination, inventory and equipment tracking, project documentation, daily costing and invoicing support.

The position also provides flexible operational capacity and may participate in environmental field activities and Indigenous monitoring assignments based on operational requirements, training, competency and project-specific requirements.

The overall purpose of the position is to improve operational efficiency, strengthen project administration and provide consistent support to management and field teams.

Reports To: AEC General Manager or designate

Duties:

Operations Administration

• Coordinate operational and client requirements including safety tickets, registrations, insurance documentation, WCB information, permits, orientations, pre-qualifications and other project requirements.
• Coordinate employee travel, accommodations and reservations for project work.
• Assist with employee and crew scheduling and communicate project mobilization information.
• Provide administrative support for employee training, including scheduling, registrations, record entry and maintenance of training information as directed.
• Maintain employee, training, project and other operational databases as required.
• Assist with purchase orders and procurement of operational materials and supplies.
• Assist with fleet administration and tracking as directed by the General Manager.
• Support implementation and ongoing maintenance of operational processes, procedures and administrative systems.

Project Administration & Coordination

• Assist with project setup, planning, mobilization, tracking and closeout.
• Establish and maintain project files and project-specific tracking systems.
• Assist with reviewing client scopes, work requirements and project documentation.
• Coordinate project logistics including employees, vehicles, equipment, accommodations, supplies and documentation.
• Maintain project schedules and assist management with tracking upcoming and ongoing work.
• Review field documentation following initial review by the applicable Team Lead to confirm required records have been submitted and are complete for project administration, costing and invoicing purposes.

Daily Costing, Invoicing & Accounting Support

• Complete daily costing for active AEC projects.
• Review Team Lead-approved timecards and costing tickets for completeness and consistency prior to processing for project costing and invoicing.
• Identify missing or inconsistent information and follow up with the applicable Team Lead for clarification or correction.
• Prepare billing information and supporting documentation for environmental monitoring and other AEC projects.

Inventory, Equipment & Fleet Support

• Maintain inventory records for PPE, environmental equipment, operational supplies and other materials.
• Monitor inventory levels and identify requirements for replacement or replenishment.
• Coordinate ordering of operational supplies and equipment as authorized.
• Maintain equipment sign-out and return records.
• Assist with fleet tracking, maintenance scheduling and associated documentation.
• Assist with ensuring vehicles and field equipment are appropriately equipped for assigned projects.

  While this is primarily an office-based operational and project administration position, the successful candidate may also have opportunities to support AEC field projects, environmental activities and Indigenous monitoring assignments based on training, competency and project requirements.

Qualifications:

• Office and operational administration
• Project administration, coordination and document control
• Basic bookkeeping, project costing and invoicing processes
• Record keeping, data entry and information management
• Microsoft Office, including Word, Excel and Outlook
• Electronic project-management and data-management systems
• Inventory, equipment and fleet tracking
• Indigenous knowledge, culture, values and traditional knowledge, particularly as they relate to the Aseniwuche Winewak Nation and environmental activities
• Previous experience in administration, project coordination, environmental services, Indigenous monitoring or a related operational environment is considered an asset.
• Experience with project costing, invoicing or basic bookkeeping is considered an asset.
• A combination of related education, training and experience may be considered.
• Valid Class 5 Driver’s License.
• Ability to meet AEC’s requirements for field deployment.
• Required safety training or willingness to obtain.
• Indigenous monitoring and environmental field training will be provided or supported where appropriate.
• Mandatory Drug and Alcohol testing as required by company/client requirements.

Work Demands:

The position includes a combination of office and field responsibilities. Office duties are primarily sedentary; however, the position may require periods of standing, walking and lifting operational supplies or equipment. Field assignments may involve extended periods of walking or standing, uneven terrain, carrying field equipment and working in remote locations.

Environmental Conditions

The incumbent will work in both office and field environments.  Field assignments may involve travel, remote locations, variable terrain, changing weather conditions, wildlife, industrial activity and other environmental or operational hazards. Appropriate training, PPE and project-specific controls will be required.

Mental Demands

There may be multiple and competing demands for the incumbent’s attention. The position requires the ability to prioritize responsibilities, respond to changing operational requirements and manage deadlines associated with multiple concurrent projects. The incumbent must be able to transition between administrative, project coordination and field responsibilities as operational priorities change.

How To Apply:

If you are interested in this opportunity, please email your resume and cover letter to: Email: hr@adcalberta.com