Administrative Coordinator

Almita Piling Inc.; Alberta; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading company in Alberta is seeking an experienced administrative professional to enhance their Maintenance and Equipment department. The role includes managing reports, coordinating schedules, and providing crucial support while adhering to safety and compliance standards. Ideal candidates should have strong Microsoft Office skills and enjoy working in a dynamic environment with opportunities for growth.

Benefits

Opportunities for professional growth and development

Dynamic team culture that values safety and excellence

Qualifications

• 5+ years of administrative experience; vehicle/equipment maintenance experience is an asset.
• Valid Class 5 driver’s license.
• Knowledge of maintenance scheduling and compliance.

Responsibilities

• Providing dependable administrative support to the M&E department.
• Preparing monthly reports on KPIs, work orders, and labour tracking.
• Creating and managing work orders, labor tickets, and maintenance records.

Skills

Advanced Microsoft Office Skills

Detail-oriented

Client-service oriented

Organized

Education

College diploma in Business Administration or Office Administration

Tools

ERP systems

Job description

Responsible for providing diversified support to our busy Maintenance and Equipment (M&E) department.

Purpose of the Role

This position crafts effective business reporting communications, coordinates team meetings, work schedules, and completes administrative duties.

Key Responsibilities

• Providing dependable administrative support to the M&E department
• Maintaining records of work and inspections on-premises
• Monitoring direct/indirect labour hours worked vs. scheduled
• Creating and managing work orders, labor tickets, and maintenance records
• Creating purchase orders for the M&E department with proper coding
• Monitoring labour hours and employee timecards, 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 such as meetings, minutes, travel planning, and communication
• Ensuring accuracy of documentation and data entry across systems (Titan, Komtracs, TRAC, etc.)

Qualifications & Experience

• College diploma in Business Administration or Office Administration
• 5+ years of administrative experience; experience in a vehicle/equipment maintenance environment is 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
• 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
• Detail-oriented and results-driven
• Organized and able to prioritize tasks
• Client-service oriented
• Office and shop-based role with occasional work-from-home flexibility
• Ability to work in a fast-paced environment with tight deadlines
• PPE required on-site as per policy
• Occasional travel to industrial work sites may be required

Why Join Us?

• Be part of a dynamic team that values safety, care, and excellence
• Opportunities for professional growth and development

Job Category: Office

Job Type: Full-time

Location

Almita Piling Inc. seeks qualified candidates who share our commitment to equity and inclusion, encouraging applications from Indigenous (First Nations, Métis, or Inuit), racialized communities, women, 2SLGBTQ+ persons, and persons with disabilities. Accommodations are available upon request for all aspects of the selection process, including for candidates with disabilities.