OPERATIONS ADMINISTRATOR
Position Summary
A member of Mountainview Safety Services Ltd.’s Operations Team with a diverse range of responsibilities to ensure smooth operations and effective communication across the organization. Key tasks include maintaining and auditing fuel card records, managing client-specific requirements, and ensuring accurate documentation and reporting for clients, accommodations, and operational data. Bookkeeping experience will be considered an asset.
Reporting and Documentation
· Maintains the Fuel Card Tracking list keeping up to date what cards are in what units and their pins. Responsible for updating pins to match card numbers as required. Securely stores and maintains inventory of spare cards, issuing replacement cards to units as required.
· Completes monthly Fuel Card Audits to ensure no foul use and that all cards are always accounted for.
· Reviewing Field Operations Site Visit Submissions and communicates applicable information to the team and tracks job notes.
· Updating and Maintaining Client Specific Requirements to ensure Field Staff and Operations Team has all applicable information.
· Client Reporting, KPI’s etc.
· Data gathering and entry (e.g., inventory tracking setup, Telus, etc.)
· Collection and documentation of receipts for submission to Accounts Payable (e.g., hotels, vendors, special project related)
· Accommodation Reconciliation
o Reviewing Frontier Invoices
· Updating and allocating Accommodation Costs.
· Providing Accommodation Reports.
· Operational Records and Reporting.
· Managing Lost and Found Program.
Safety Incidents
Responsible for ensuring any safety or other on-site incidents are communicated to the Direct Supervisor.
Client Relations
· All client concerns, issues, or complaints are to be directed to the designated Field Supervisor for that client. You will take a message from the client and let them know you will have that Field Supervisor contact them. Contact the appropriate chain of command by phone and update them on the situation informing them they must contact the client
· Meetings.
· Attends and participates in the Pre Job-Kickoff Meetings.
· Attends weekly check-in meetings with Operations Manager.
Billing & Payroll
On an as needed basis, supports the Operations Manager in solving any billing questions or field payroll questions. Bookkeeping experience will be considered an asset.
Special Projects
Assists the Operations Manager and VP of Operations with various administrative projects as they come up. This is difficult to define but includes tasks similar to:
· special events (e.g., acquiring supplies for promo events, parades, etc.),
· development of forms or trackers,
· initial setup of various software.
Job Type: Full-time
Pay: $50,000-$60,000 annually
Benefits: Extended health care
Schedule: 8:00 a.m. to 5:00 p.m. Monday through Friday, occasional overtime
Work Location: In person
Job Types: Full-time, Permanent
Pay: $50,000.00-$60,000.00 per year
Benefits:
- Dental care
- Extended health care
- On-site parking
- Vision care
Schedule:
- Monday to Friday
Work Location: In person
