Office Administrator

Frey Consulting Group; Whitecourt; On-site; CAD 42,000 - 58,000; Full time

Job summary

MasTec Purnell Canada is seeking an Office Administrator to ensure smooth day-to-day operations, provide reception and administrative support, and assist multiple departments. You will coordinate office functions, maintain records, and help with ticket administration, timekeeping, and vendor communications.

Preference will be given to candidates LOCAL to Whitecourt and surrounding areas. The role requires strong Microsoft Office skills, SharePoint familiarity, and a proactive, team-oriented

Qualifications

• High school diploma required.
• 2-3 years of relevant office support experience.
• Fluent with Microsoft Office 365 and SharePoint.
• Experience using Vista and FieldCap is an asset.

Responsibilities

• Greet and assist clients, vendors, employees and visitors in a professional manner.
• Answer, screen, and direct incoming phone calls.
• Maintain a clean, organized reception and office area.
• Support FieldCap ticket administration and cross-reference tickets.
• Assist payroll and accounts payable with timekeeping and invoicing.
• Maintain filing systems and assist with mail and courier duties.
• Provide IT support coordination as needed.
• Support onboarding, training events and timecard collection.

Skills

Customer service orientation

Strong communication

Organizational skills

Team player

Time management

Education

High school diploma

Tools

Microsoft Office 365

SharePoint

Vista

Job description

We are a leading contractor in Western Canada, anchored by a team that is motivated, ambitious and inclusive. We are united by a commitment to safety and united by a passion for solutions and innovation.

MasTec Purnell Canada offers career opportunities for individuals looking to take part in Canada’s energy development, including the oil & gas, pipeline and industrial construction sectors. Guided by our Core Values of team, respect, excellence, integrity, duty and protect, we construct and maintain projects safely, reliably and with care and respect for the environment in which we operate.

Why Join Us?

• Our Core Values are front and center and operationalized across the business
• Individual contribution is rewarded and teamwork is encouraged
• We maintain a commitment to a diverse and inclusive work environment where our employees can freely bring diverse perspectives and varied work experiences to work
• Individual development is strongly encouraged and fostered (e.g., hands‑on training and cross‑functional project opportunities)

What we are offering:

At MasTec Purnell Canada, we believe our greatest asset is our people. We offer salaries and wages competitive for the construction industry, for our areas of operation, and based on years of experience, industry knowledge and qualifications. Specific compensation data associated with our career opportunities may be system generated and not an accurate reflection of MasTec Purnell Canada's market competitive wages or our total value proposition. We look forward to receiving your application and discussing specific compensation parameters as part of our hiring

POSITION SUMMARY:

The Office Administrator is responsible for ensuring the smooth day-to-day operation of the office by providing administrative, reception and operational support to multiple departments. This role serves as the first point of contact for visitors, employees, customers, and vendors while coordinating office functions, maintaining accurate records, and supporting ticket administration. The Office Administrator works collaboratively to ensure information is accurate, organized, and completed in a timely manner, contributing to the overall success of the organization.

Preference will be given to candidates LOCAL to Whitecourt and surrounding areas.

ESSENTIAL JOB FUNCTIONS:

• Welcome and assist clients, vendors, employees, and visitors in a professional and courteous manner.
• Answer, screen, and direct incoming phone calls and inquiries to the appropriate personnel.
• Maintain a clean, organized, and professional reception and office environment.
• Order and maintain office supplies, stationery, and kitchen inventory.
• Support Ticket Administration by assisting with FieldCap tickets.
• Cross-referencing FieldCap tickets with Salus tailgates to ensure all personnel are captured.
• Verify that manual time entries are accurately recorded in FieldCap.
• Support Accounts Payable by assisting with third-party invoices captured on daily tickets within FieldCap.
• Support Payroll team with timesheet collection, data entry, and payroll reporting on weekly basis
• Collaborate with other division offices to standardize and align process and procedures such as timecard collection, materials tracking, etc.
• Maintain filing systems and administrative records, both electronic and paper.
• Maintain meeting minutes as required.
• Assist with incoming and outgoing mail, courier services, and office deliveries.
• Provide support to field offices and operations with IT requests including but not limited to computer requests, and being first point of contact should IT support be required
• Assist project service teams with miscellaneous duties including, but not limited to:
• Onboarding for new employees and support of digital onboarding process
• Daily timesheet management and tracking from field crews
• Work with management to organize office functions such as safety luncheons, trainings, etc.
• Maintain confidentiality of company and employee information.
• Perform other administrative duties as assigned.

EDUCATION AND WORK EXPERIENCE REQUIREMENTS:

• High school diploma required.
• 2-3 years of relevant office support experience, administrative role, preferably in oil and gas and/or construction industry.
• Fluent with Microsoft suite including Office 365 and SharePoint.
• Experience using Vista and FieldCap is an asset.

KNOWLEDGE & SKILLS:

• Take reasonable care of your own and others’ health and safety and of those who may be affected by the day-to-day delivery of this role by taking personal responsibility for promoting and living out MasTec Purnell Canada’s 6 Core Values
• Ambitious, pro‑active, high‑energy, positive attitude and a team player.
• Strong attention to detail and organizational skills.
• Basic computer proficiency and ability to learn new software.
• Professional and customer-focused approach when interacting with clients, vendors, employees and appropriate personnel.
• Sufficient verbal and written communication skills.
• Ability to build rapport and effectively communicate with all levels in the organization.
• Strict confidentiality and discretion of all private information is required.
• Ability to self‑manage, prioritize tasks, meet multiple deadlines and solve practical problems.