Order Desk Support

Rolling Mix Concrete; Calgary; On-site; CAD 42,000 - 54,000; Full time

Job summary

Rolling Mix Concrete is seeking an Order Desk Administrative Support to assist the Order Desk and Dispatch teams by maintaining accurate records, preparing daily documentation, coordinating communications, and supporting customer requests in a fast-paced environment.

Strong organizational skills, attention to detail, and proficiency with Microsoft Excel, Outlook, and Word are essential, along with the ability to manage competing priorities and deliver professional service to customers and

Qualifications

• Administrative experience in a fast-paced office
• Excellent organizational, time management, and multitasking skills
• Strong attention to detail and problem-solving abilities
• Advanced proficiency in Microsoft Excel, Outlook, and Word
• Strong written and verbal communication skills
• Excellent customer service and interpersonal skills
• Ability to work independently while contributing to a collaborative team

Responsibilities

• Prepare and maintain daily schedules, reports, spreadsheets, and operational documentation.
• Update customer information, pricing, orders, and operational records with accuracy.
• Monitor shared inboxes, prioritize requests, and direct inquiries to the appropriate team members.
• Provide administrative support to the Order Desk and Dispatch teams, including order entry and backup coverage during peak periods.
• Maintain organized electronic and paper filing systems and ensure documentation is current and accessible.
• Compile reports, identify discrepancies, and resolve issues with internal stakeholders.
• Support special projects and continuous improvement initiatives as assigned.
• Provide professional, responsive service to customers and internal teams.
• Communicate effectively with Dispatch, Sales, Operations, Accounting, and Plant personnel.
• Respond to customer inquiries or redirect requests as appropriate.
• Build positive working relationships while supporting daily operational needs.
• Prioritize multiple tasks while meeting deadlines in a fast-paced environment.
• Assist with maintaining efficient office processes and supporting changing operational priorities.
• Contribute to a collaborative team focused on operational excellence and customer service.

Skills

Organizational skills

Time management

Multitasking

Attention to detail

Communication skills

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

Job description

This Order Desk support role provides administrative support to the Order Desk and Dispatch teams by maintaining accurate operational records, preparing daily documentation, coordinating communications, and assisting with customer requests. This role is essential to keeping daily operations organized and running efficiently in a fast-paced environment where priorities frequently change.

Success in this role requires someone who thrives in a constantly changing environment, can confidently manage multiple competing priorities, and possesses outstanding attention to detail. The ability to communicate effectively with customers and internal operations teams while maintaining a high level of accuracy is essential.

Role Purpose:

Provide dependable administrative support that enables the Order Desk and Dispatch teams to operate efficiently by ensuring accurate documentation, organized workflows, and timely communication.

Role Responsibilities:

Order Desk & Administrative Support

• Prepare and maintain daily schedules, reports, spreadsheets, and operational documentation.
• Update customer information, pricing, orders, and operational records with accuracy.
• Monitor shared inboxes, prioritize requests, and direct inquiries to the appropriate team members.
• Provide administrative support to the Order Desk and Dispatch teams, including order entry and backup coverage during peak periods.
• Maintain organized electronic and paper filing systems and ensure documentation is current and accessible.
• Compile reports, identify discrepancies, and resolve issues with internal stakeholders.
• Support special projects and continuous improvement initiatives as assigned.

Customer Service & Communication

• Provide professional, responsive service to customers and internal teams.
• Communicate effectively with Dispatch, Sales, Operations, Accounting, and Plant personnel.
• Respond to customer inquiries or redirect requests as appropriate.
• Build positive working relationships while supporting daily operational needs.

Operational Support

• Prioritize multiple tasks while meeting deadlines in a fast-paced environment.
• Assist with maintaining efficient office processes and supporting changing operational priorities.
• Contribute to a collaborative team focused on operational excellence and customer service.

Qualifications:

• Administrative experience in a fast-paced office environment.
• Excellent organizational, time management, and multitasking skills.
• Strong attention to detail and problem-solving abilities.
• Advanced proficiency in Microsoft Excel, Outlook, and Word.
• Strong written and verbal communication skills.
• Excellent customer service and interpersonal skills.
• Ability to work independently while contributing to a collaborative team.

Strongly Preferred

• Experience supporting Dispatch, Logistics, Transportation, Manufacturing, Construction, Ready-Mix Concrete, or similar operations.
• Experience using ERP, dispatch, scheduling, or order management software.
• Experience working in a high-volume, customer-focused environment.

Who You Are

• Organized, detail-oriented, and adaptable.
• Calm under pressure and able to manage changing priorities.
• Proactive and self-motivated.
• Professional, customer-focused, and collaborative.
• Comfortable making decisions within your scope and escalating issues when needed.
• Fast-paced, deadline-driven operations office.
• Frequent interruptions and changing priorities throughout the day.
• Regular interaction with customers, drivers, dispatchers, plant personnel, sales team, accounting, and operations leadership.
• Primarily office-based at the Riverbend location.
• Occasional overtime may be required during peak operational periods.