Operations Administrator - Overhead Doors

Dakwakada; Whitehorse; On-site; CAD 42,000 - 54,000; Full time

Job summary

RAB Energy Group Inc. is seeking an Operations Administrator – Overhead Door in Whitehorse, Yukon. You will coordinate service scheduling, dispatch, purchasing, invoicing, and inventory for Northerm Windows and Doors.

The role acts as the central contact between technicians, management, customers, and suppliers to ensure work is organized from request to invoicing and reporting. Strong Excel skills and multi-tasking are essential.

Qualifications

• High school diploma or equivalent.
• 1–2 years of administrative experience in construction, manufacturing, service, or a related industry.
• Experience with scheduling, invoicing, purchasing, and coordinating service work.
• Experience tracking orders, coordinating shipments, and working with suppliers.
• Experience with inventory control, receiving processes, and logistics coordination.
• Strong working knowledge of Microsoft Excel, including the ability to build and maintain tracking spreadsheets.
• Experience with ERP, dispatch, or service management systems considered an asset.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication and customer service skills, both written and verbal.

Responsibilities

• Coordinate and schedule daily technician work assignments based on service calls, priorities, technician availability, and geographic efficiency.
• Communicate schedules, job details, and customer requirements clearly to technicians.
• Adjust schedules to respond to urgent service requests and changing needs.
• Manage service calls from initiation through to completion with proper documentation.
• Communicate with customers regarding appointment timing and updates.
• Follow up on outstanding service items to ensure resolution.
• Create and process purchase orders for overhead door parts and supplies.
• Coordinate with suppliers and freight providers for shipment and delivery.
• Track active orders and monitor delivery dates and delays.
• Process receiving documents and match invoices to purchase orders.
• Monitor inventory levels and assist with replenishment.
• Prepare and process customer invoices accurately and timely.
• Review work orders and documentation to ensure invoicing accuracy.
• Maintain organized records for service, purchasing, and invoicing activities.
• Build and update tracking systems for department operations.

Skills

Scheduling

Invoicing

Purchasing

Logistics coordination

Excel

Communication

Customer service

Education

High school diploma

Tools

Microsoft Excel

ERP systems

Job description

RAB Energy Group Inc. is a Yukon First Nation-owned, for-profit corporation whose operating companies Northerm Windows and Doors(Whitehorse, YT) and Capitol Glass(Anchorage, AK) are in the business of providing the highest quality windows, doors, commercial glass and aluminum, garage doors and related building products to customers throughout the North with emphasis on superior quality, service and the environment. Northerm operates the largest manufacturing / assembly facility in the Yukon, has approximately 60 employees, and was recognized by the Whitehorse Chamber of Commerce as the Outstanding Workplace of the Year in 2022 and Business of the Year in 2025.

Position Summary

The Operations Administrator – Overhead Door supports the daily operations of Northerm Windows and Doors’ Overhead Door Department by coordinating service scheduling, technician dispatch, purchasing, order tracking, inventory, invoicing, and customer communication. This role serves as a central point of contact between technicians, management, customers, suppliers, and freight providers, ensuring all work is accurately organized, tracked, and completed efficiently from initial request through to invoicing and reporting. Strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment are essential.

Key Responsibilities

Scheduling & Service Coordination

• Coordinate and schedule daily technician work assignments based on service calls, priorities, technician availability, and geographic efficiency.
• Communicate schedules, job details, and customer requirements clearly to technicians.
• Adjust schedules as required to respond to urgent service requests, emergency repairs, and changing operational needs.
• Manage service calls from initiation through to completion, ensuring work orders are properly documented and updated.
• Communicate regularly with customers regarding appointment timing, service updates, and job requirements.
• Follow up on outstanding service items, deficiencies, or incomplete work to ensure resolution.

Purchasing, Logistics & Inventory Management

• Create and process purchase orders for overhead door parts, materials, and supplies as required for service and installation work.
• Coordinate with suppliers and freight providers to arrange shipment and delivery of ordered materials.
• Track all active orders, monitoring shipment status, expected delivery dates, and potential delays.
• Proactively follow up with suppliers regarding backorders, shortages, or discrepancies, and communicate updates to management and field staff.
• Process receiving documentation, ensuring purchase orders, packing slips, and invoices are accurately matched and recorded.
• Monitor inventory levels and assist with replenishment, inventory counts, and reconciliation activities.
• Support organization and accuracy of stock and materials used in daily operations.

Invoicing & Administrative Support

• Prepare and process customer invoices accurately and in a timely manner.
• Review completed work orders and supporting documentation to ensure accuracy prior to invoicing.
• Assist with resolving invoice discrepancies, billing questions, and customer inquiries.
• Maintain organized records, filing systems, and documentation for service, purchasing, and invoicing activities.
• Provide general administrative support to the Overhead Door Department as required.

Reporting & Data Management

• Create and maintain spreadsheets and tracking tools using Microsoft Excel for service activity, purchasing, inventory, and order tracking.
• Build and update basic tracking systems for departmental operations, including sales, orders, and financial or operational summaries.
• Assist with compiling data and reports to support management decision-making.
• Ensure accuracy and consistency of all tracked information.

Requirements

• High school diploma or equivalent.
• 1–2 years of administrative experience in construction, manufacturing, service, or a related industry.
• Experience with scheduling, invoicing, purchasing, and coordinating service work.
• Experience tracking orders, coordinating shipments, and working with suppliers.
• Experience with inventory control, receiving processes, and logistics coordination.
• Strong working knowledge of Microsoft Excel, including the ability to build and maintain tracking spreadsheets.
• Experience with ERP, dispatch, or service management systems considered an asset.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication and customer service skills, both written and verbal.
• Ability to work independently and take initiative in day-to-day responsibilities.
• Valid driver’s license considered an asset.

If you are a dedicated and motivated Operations Assistant looking for exciting and challenging growth, we look forward to hearing from you.

As a 100% First Nation-owned business, we strongly encourage submissions from qualified Yukon First Nation Citizens and First Nation, Metis and Inuit Peoples from across Yukon and other territories and provinces.

While we thank and appreciate all applicants, only those selected for an interview will be contacted.

No calls or agencies, please.