Administrator

Backwoods Energy Services; Edmonton; Hybrid; CAD 52,000 - 72,000; Full time

Job summary

Backwoods Energy Services is seeking an Administrator to provide administrative and project support across a fast-paced environment. This role ensures timesheets, billing information, client documentation, project records, and administrative requirements are accurate, complete, organized, and submitted on time.

The successful candidate will manage detailed information, coordinate with multiple stakeholders, and own recurring administrative processes.

Qualifications

• 3-5 years of administrative experience, preferably within construction, industrial, civil, energy, or a project-based environment.
• Exceptional attention to detail, with the ability to identify errors, inconsistencies, missing information, and documentation gaps.
• High proficiency with Microsoft 365, with particularly strong proficiency in SharePoint, as well as Excel, Word, Outlook, and Teams.
• Strong experience organizing electronic files, maintaining document control practices, and managing large volumes of project information.
• Experience supporting timesheets, payroll administration, billing, invoicing, or project cost documentation.
• Strong Excel skills and confidence working with detailed numerical and financial information.
• Ability to prepare polished, professional documents and coordinate information from multiple sources.
• Strong written and verbal communication skills.
• Ability to manage competing priorities and recurring deadlines with minimal supervision.
• Experience with ERP, accounting, timekeeping, project management, or document management systems is considered an asset.
• Post-secondary education in business administration, office administration, accounting, project administration, or a related discipline is preferred. Equivalent relevant experience will be considered.
• Must be legally entitled to work in Canada and travel as needed to various project locations across Western Canada.

Responsibilities

• Review and verify employee timesheets for accuracy, approvals, project coding, and completeness.
• Follow up on missing or incorrect information to support accurate and timely payroll processing.
• Prepare and maintain billing information and supporting documentation.
• Review hours, rates, equipment records, purchase documentation, and other billing details for accuracy and completeness.
• Coordinate with project teams and Finance to resolve discrepancies and support timely invoicing.
• Maintain an understanding of client-specific administrative and documentation requirements.
• Coordinate recurring client reports, forms, documentation, and submissions within required deadlines.
• Compile information from multiple internal stakeholders into accurate, complete, and professionally presented client-facing documents and submission packages.
• Track outstanding information, approvals, and administrative deliverables to ensure requirements are completed on time.
• Provide administrative support to project and operational teams as priorities arise.
• Maintain organized project files, document registers, records, and folder structures within SharePoint and other document management systems.
• Ensure documents are accurately named, filed, version-controlled, and accessible to the appropriate team members.
• Maintain current versions of project documentation and track revisions, approvals, signatures, and supporting records.
• Support the development and maintenance of consistent document management practices.
• Assist with project closeout documentation and ensure required records are complete and properly retained.
• Prepare spreadsheets, reports, trackers, correspondence, summaries, and other project documentation.
• Monitor recurring administrative deadlines and proactively follow up on outstanding requirements.
• Maintain accurate records and ensure information is entered consistently across systems.
• Support continuous improvements to administrative processes, document organization, and reporting.
• Handle sensitive employee, client, project, and company information with discretion and professionalism.
• Describe the specific responsibilities and job functions of the role.

Skills

Detail-oriented

Organized

SharePoint proficiency

Microsoft 365

Communication skills

Stakeholder coordination

Discretion with sensitive information

Problem solving

Education

Post-secondary education in business administration or related discipline

Tools

ERP systems

Timekeeping software

Document management systems

Job description

Backwoods Energy Services is 100% Indigenous-owned and provides construction services to the oil, gas, and utility industries in North-Western Alberta. We are one of the largest Indigenous community owned companies in Alberta and focus on building lasting client relationships with a commitment to safety excellence and quality service. Our business consists of five operating divisions: Civil Works and Clearing, Environmental Services, Pipeline and Integrity Maintenance, Matting Supply and Installation and Security Services. Our mission is to drive economic opportunity by empowering Indigenous people and communities.

The Role

We are seeking a highly organized and detail-oriented Administrator to provide administrative and project support across a fast-paced, deadline-driven environment. This role is responsible for ensuring timesheets, billing information, client documentation, project records, and administrative requirements are accurate, complete, organized, and submitted on time. The successful candidate will be comfortable managing detailed information, coordinating with multiple stakeholders, and taking ownership of recurring administrative processes. A high level of attention to detail and strong proficiency with Microsoft 365, particularly SharePoint, are essential for success in this role. This position requires the flexibility to work on remote project sites throughout Western Canada, as required, and the ability to meet client and site access requirements, which may include pre-access drug and alcohol testing, site orientations, required safety training, and other project-specific requirements.

Ideal Candidate

• You are highly detail-oriented and take pride in producing accurate, complete work.
• You are organized and able to keep multiple deadlines, documents, and priorities moving at the same time.
• You are confident using technology and are particularly comfortable working within SharePoint and the Microsoft 365 environment.
• You take ownership of your responsibilities and proactively follow up when information is missing or incomplete.
• You understand the importance of accuracy and detail in all things such as timesheets, billing information, client documentation, and other records to the overall success of the organization.
• You communicate professionally and are comfortable working with field teams, project leadership, Finance, and other stakeholders.
• You are adaptable and comfortable supporting projects in both office and remote site environments.
• You exercise good judgment and discretion when working with confidential or commercially sensitive information.

What You'll Do

Timesheets & Billing Administration

• Review and verify employee timesheets for accuracy, approvals, project coding, and completeness.
• Follow up on missing or incorrect information to support accurate and timely payroll processing.
• Prepare and maintain billing information and supporting documentation.
• Review hours, rates, equipment records, purchase documentation, and other billing details for accuracy and completeness.
• Coordinate with project teams and Finance to resolve discrepancies and support timely invoicing.

Client & Project Administration

• Maintain an understanding of client-specific administrative and documentation requirements.
• Coordinate recurring client reports, forms, documentation, and submissions within required deadlines.
• Compile information from multiple internal stakeholders into accurate, complete, and professionally presented client-facing documents and submission packages.
• Track outstanding information, approvals, and administrative deliverables to ensure requirements are completed on time.
• Provide administrative support to project and operational teams as priorities arise.

Document Control & SharePoint

• Maintain organized project files, document registers, records, and folder structures within SharePoint and other document management systems.
• Ensure documents are accurately named, filed, version-controlled, and accessible to the appropriate team members.
• Maintain current versions of project documentation and track revisions, approvals, signatures, and supporting records.
• Support the development and maintenance of consistent document management practices.
• Assist with project closeout documentation and ensure required records are complete and properly retained.

Reporting & Administrative Support

• Prepare spreadsheets, reports, trackers, correspondence, summaries, and other project documentation.
• Monitor recurring administrative deadlines and proactively follow up on outstanding requirements.
• Maintain accurate records and ensure information is entered consistently across systems.
• Support continuous improvements to administrative processes, document organization, and reporting.
• Handle sensitive employee, client, project, and company information with discretion and professionalism.Describe the specific responsibilities and job functions of the role.

Qualifications

• 3-5 years of administrative experience, preferably within construction, industrial, civil, energy, or another project-based environment.
• Exceptional attention to detail, with the ability to identify errors, inconsistencies, missing information, and documentation gaps.
• High proficiency with Microsoft 365, with particularly strong proficiency in SharePoint, as well as Excel, Word, Outlook, and Teams.
• Strong experience organizing electronic files, maintaining document control practices, and managing large volumes of project information.
• Experience supporting timesheets, payroll administration, billing, invoicing, or project cost documentation.
• Strong Excel skills and confidence working with detailed numerical and financial information.
• Ability to prepare polished, professional documents and coordinate information from multiple sources.
• Strong written and verbal communication skills.
• Ability to manage competing priorities and recurring deadlines with minimal supervision.
• Experience with ERP, accounting, timekeeping, project management, or document management systems is considered an asset.
• Post-secondary education in business administration, office administration, accounting, project administration, or a related discipline is preferred. Equivalent relevant experience will be considered.
• Must be legally entitled to work in Canada and travel as needed to various project locations across Western Canada.