Field Admin Coordinator

Trans Mountain; Edmonton; On-site; CAD 52,000 - 72,000; Full time

Benefits offered by this job

Professional development

Competitive pay

Benefits package

Indigenous/community engagement

Job summary

Trans Mountain Corporation is seeking a collaborative Field Admin Coordinator to provide operational, contractor management, financial, and administrative support for safe and compliant maintenance activities. You will handle incident reporting, budgeting, procurement, and cross‑functional coordination to keep projects on track.

The role focuses on calendars, travel, invoices, vendor relations, and documentation with in‑office work setting from Edmonton Operations Office.

Qualifications

• Post-secondary education in business systems or related discipline.
• Minimum 3 years’ experience in an administrative support role.
• Experience with budgeting, accruals, forecasting, POs, cost reporting and financial systems is an asset.
• Advanced proficiency with Outlook, Word and PowerPoint.
• Intermediate Excel proficiency; strong recordkeeping and reporting skills.

Responsibilities

• Maintain operational reporting and tracking systems for incidents, maintenance claims, and EMS documentation.
• Provide comprehensive admin support: calendars, agendas, minutes, correspondence, and travel arrangements.
• Support contractor management: certifications onboarding and permit-to-work compliance.
• Coordinate contractor activities with leaders and field personnel for scheduled and emergent work.
• Monitor pipeline integrity related activities and regulatory commitments; report progress and risks.
• Assist with budgeting, code expenditures, invoices, and procurement processes.
• Participate in meetings; communicate updates on contractor activities, procurement, and priorities.
• Administer low-risk maintenance contracts and maintain complete records.

Skills

Administrative support

Contractor management

Budget monitoring

Financial reporting

Communication

Scheduling

Travel coordination

Education

Post-secondary education in business systems

Tools

Microsoft Outlook

Microsoft Word

PowerPoint

Microsoft Excel

OneNote

Teams

SharePoint

Job description

Trans Mountain Corporation operates Canada’s only pipeline system transporting oil products to the West Coast. We deliver approximately 890,000 barrels of petroleum products each day through a dual pipeline system of more than 1,150 kilometres of pipeline in Alberta, British Columbia and Washington state.

Trans Mountain also operates a state-of-the‑art loading facility, Westridge Marine Terminal, with three berths providing tidewater access to global markets.

As a federal Crown corporation, Trans Mountain continues to build on more than 70 years of experience delivering operational and safety excellence through our crude oil pipeline system.

With our expanded pipeline system now in place, Trans Mountain provides enhanced direct access for Canadian crude oil to world markets. The expansion realizes a world‑class system for oil transport, developed to Canada’s high standards within one of the most stringent regulatory regimes in the world, creating long-term economic benefits, enhanced marine protection, enhanced safety and emergency management capabilities, and enhanced skilled‑worker capacity building in communities and Indigenous groups.

Our Core Values

Trans Mountain’s core values – Safety, Integrity, Respect and Excellence – guide our every step. Each obstacle we’ve overcome or success we’ve experienced has been the result of a shared commitment to living these values every day. Together, we’re focused on doing the right thing for each other and our communities. If you are looking for an opportunity to apply your strengths in an environment that encourages Safety, Integrity, Respect, and Excellence, we invite you to explore this opportunity with us!

Location:

Edmonton Operations Office

Department:

Pipeline Operations Administration

Reports to:

Director, Edmonton Terminal & Control Centre

Worker Type:

Employee

Schedule Type:

Full‑time

Work Setting:

In‑office

Trans Mountain is seeking a collaborative, motivated, and values driven individual to join our dynamic team as a Field Admin Coordinator. In this position, you will play a key role in providing operational, contractor management, financial, and administrative support to help ensure safe, compliant, and efficient operations and maintenance activities. The successful candidate will demonstrate expertise in contractor coordination, operational program tracking, procurement and contract administration, budget monitoring, recordkeeping, reporting, and cross‑functional communication.

Key Responsibilities

• Maintain operational reporting and tracking systems, including incident reports, maintenance commitments, action‑item logs, and emergency response documentation, and support Incident Command System preparedness, training, tabletop exercises, and field exercises.
• Provide comprehensive administrative support to assigned leaders and operational teams by managing calendars and meetings; preparing agendas, minutes, correspondence, reports, presentations, and records; coordinating travel, events, training, and special projects; processing invoices, expenses, and purchase transactions; responding to stakeholder inquiries; tracking actions and deadlines; communicating system, policy, and procedure changes; and identifying opportunities to improve administrative efficiency, consistency, and service delivery.
• Provide specialized operational, procedural, and administrative support for supply chain and contractor management activities, including monitoring contractor certifications, onboarding requirements, and documentation to ensure compliance with permit‑to‑work, safety, and organizational requirements.
• Coordinate contractor activities supporting ongoing operations and maintenance programs, working with operational leaders, managers, shift supervisors, and field personnel to facilitate scheduled and emergent work.
• Monitor and track operational and maintenance activities related to pipeline integrity, rights‑of‑way, reclamation, regulatory commitments, and general maintenance programs, ensuring progress, risks, and outstanding actions are accurately reported and followed through.
• Support financial and budget administration by monitoring expenditure, coding and reconciling credit card expenses, verifying vendor costs and invoices, maintaining budget coding and accruals, preparing purchase requisitions and purchase orders, and reporting current and forecasted commitments within required timeframes.
• Support operational planning and communication by participating in meetings, providing updates on contractor activities, work status, budget utilization, procurement, and operational priorities, and serving as a liaison among field technicians, contractors, leaders, and corporate support functions.
• Administer low‑risk maintenance contracts by coordinating statements of work, supporting procurement processes, monitoring contract performance and documentation, and maintaining complete and accurate administrative records.

Qualifications And Professional Experience

• Post‑secondary education in training in business systems (e.g. Microsoft Office‑ Word processing and accounting), or related discipline.
• Minimum of 3 years’ experience in an administrative support role, preferably in an oil and gas or industrial environment.
• Knowledge of office administration.
• Experience with budgeting, accruals, forecasting, purchase orders, cost reporting, and financial systems is an asset.
• Proficiency at an advanced level of Microsoft Outlook, Word, PowerPoint.
• Proficiency at an intermediate level of Microsoft Excel.
• Highly proficient with Microsoft One Note, Teams and SharePoint.
• Emergency response, safety, and conflict resolution training are considered assets.
• A consistent track record of delivering high‑quality work, managing competing priorities, and supporting key business processes or operational functions.
• Demonstrated ability to work effectively with colleagues and stakeholders from a variety of backgrounds and levels across the organization.
• Effective communication skills, including the ability to convey information clearly, respectfully, and professionally.
• Commitment to inclusive practices and a willingness to contribute positively to a collaborative and supportive workplace culture.

Working Conditions

• Willingness and ability to travel as required.
• Must have a valid Class 5 driver’s license.
• May need to provide support outside of regular business hours and/or on the weekend.

We Build Careers and Pipelines That Last

Our story is about determination, resourcefulness and resilience. It’s about charting our own course, finding innovative solutions to challenging problems and doing the right thing. It was true when Trans Mountain became a company in 1951 and it’s just as true today. We welcome new members to our team that embrace the qualities in our story, that thrive on the new path and directions we take. Our culture is one of care and taking our responsibilities seriously. If you would like to contribute to our culture, then join our journey.

A Rewarding Opportunity

We offer:

• Valuable experience providing opportunity for professional development and career advancement;
• An opportunity to engage with and learn from some of the most talented and experienced people in the business;
• Competitive compensation;
• Comprehensive benefits programs including flexible benefits, pension and savings plans;
• A place to share a sense of purpose and build relationships;
• Meaningful work that makes a difference;
• An opportunity within the Canadian energy industry.

We value:

• The health, safety and wellness of everyone working in our company;
• Meaningful participation from Indigenous and local communities;
• The commitment and resilience of our people;
• Collaboration and achieving success together.

In keeping with Trans Mountain’s commitment to maximize benefits for communities, priority will be given to qualified candidates from Indigenous, local and regional communities along the Trans Mountain pipeline corridor.

In Alberta, the pipeline system spans the traditional territories of Treaty 6, 7 and 8, and the Métis Nation of Alberta (Zone 4).

In British Columbia, the system crosses the traditional territories of numerous First Nations that are affiliated with the Secwepemc, Dakelh (Carrier), Nlaka'pamux, Syilx/Okanagan, Interior and Coast Salish, Stó:lo, as well as the Métis.

Trans Mountain also operates through 15 First Nation Reserves located within the region spanning the BC interior through Fraser Valley.

Our Commitment to Inclusion, Diversity, Equity and Accessibility (IDEA)

Trans Mountain is committed to fostering inclusion, diversity, equity and accessibility. The diverse viewpoints and cultural knowledge that our employees bring to work enrich our organization’s collective cultural understanding, which is reflected in the work we do every day. We strive to create an environment that is free of barriers to promote full participation in the workplace. Trans Mountain welcomes new team members from traditionally underrepresented groups, including but not limited to women, Indigenous Peoples, members of racialized groups, persons with disabilities and members of the 2SLGBTQI+ community.