Shop Document Administrator (Sudbury)

Pioneer Construction, Inc.; Northeastern Ontario; On-site; CAD 34,000 - 39,000; Full time

Benefits offered by this job

Extended health, dental, and life保险

Company pension

Employee & Family Assistance Program

Company events

Ongoing training and career developp

Job summary

Pioneer Construction is seeking a qualified Document Administrator for the shop in Northern Ontario. The role focuses on data entry, scheduling, timesheet submissions, and timely communication with internal and external partners.

You will maintain maintenance records, enter work orders in the B2W system, generate purchase orders, track hours, and support accounts payable while adhering to safety policies and deadlines.

Qualifications

• Strong written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to prioritize tasks and meet strict timelines.

Responsibilities

• Create, update, and distribute weekly vehicle maintenance schedules.
• Enter and upload mechanics work orders into B2W software.
• Create and generate purchase orders to vendors and accounts payable.
• Record, upload and submit mechanics hours worked.
• Create Excel sheets to track purchase orders and maintenance records.
• Communicate with internal and external parties to follow up on invoices, purchase orders, and timesheets.
• Follow health and safety policies and wear PPE.
• Perform other related duties as assigned.

Skills

Written communication

Time management

Attention to detail

Microsoft Office

Accounting software familiarity

Education

Post secondary diploma in Accounting/Business/Finance (asset)

Tools

B2W software

Excel

Job description

Position Type: Full-Time, Permanent

Who We Are

Pioneer Construction is a Northern Ontario-based civil construction company with a history dating back to 1938. Founded in Sudbury, we have grown into a trusted leader in road building, heavy civil construction, municipal infrastructure, and mining support services across the region. With a strong commitment to safety, quality, and community development, we take pride in building and maintaining the infrastructure that connects and supports Northern Ontario.

The Opportunity

Pioneer is seeking a qualified individual to fulfil the role of the shop’s Document Administrator. This role requires the individual to be independent and self motivated, and can prioritise tasks, and follow strict timelines. This role requires frequent communication with internal and external users, as such, strong written and verbal communication and a friendly personality are a must. Day to day tasks involve regular data entry, spreadsheet reporting, timesheet submissions, and email/telephone communication. The successful candidate will bring all of the above mentioned, in addition to attention to detail, strong organizational skills, and a willingness to adapt to new tasks as they present themselves.

Your Day-to-Day

• Create, update, and distribute weekly schedules of vehicle maintenance records
• Enter and upload mechanics work orders into B2W software
• Create and generate purchase orders to vendors, and accounts payable.
• Record, upload and submit mechanics hours worked
• Create Excel sheets and maintain them to track purchase orders, and maintenance records.
• Communicate with internal and external parties to follow up with invoices, purchase
• orders, policy updates, and timesheets.
• Work in accordance with all internal, client and regulated health and safety policies, procedures and/or regulations, including wearing appropriate Personal Protective Equipment (PPE)
• Perform other related duties as assigned

You Are a Good Fit If You Have

Required:

• Valid G class driver’s license and mode of transportation
• Experience with service station management software including work order review and scheduling

Considered an Asset:

• Post secondary diploma or equivalent in Accounting, Business or Finance is considered an asset.
• Prior experience in office administration is considered an asset
• Knowledge of the construction industry considered an asset
• Basic mechanical knowledge would be a strong asset
• Inventory management experience considered a strong asset

Skills & Abilities:

• Understanding of privacy and confidentiality measures.
• Excellent verbal and written communication skills, including the ability to effectively communicate with internal and external individuals.
• Accuracy and attention to detail.
• Excellent Problem solving and time management skills.
• Proficiency with various computer programs, including Microsoft Office & accounting systems.
• Strong organizational skills and an ability to work alone or with others within the company.
• Ability to adapt to last-minute changes.
• Ability to work under pressure and meet deadlines while maintaining a positive attitude.
• Occasional lifting and carrying files, documents or small office items weighing up to 10 pounds

What We Offer

Compensation & Benefits

• Pay: $25.00 - $28.00 per hour
• Extended health, dental, and life insurance
• Company pension
• Employee & Family Assistance Program
• Company events
• Ongoing training and career development

The pay range posted reflects base compensation only. Starting pay is based on skills, experience, and qualifications. Benefits and other incentives are offered separately.

Equity & Accessibility

At Pioneer Construction, we seek to hire individuals with diverse characteristics, backgrounds, and perspectives. We strongly believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion, or disability, but enriches itself through these differences. Pioneer Construction welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.