Administrative Operations Coordinator

Job Description

Job Description

Key duties and responsibilities in brief form:

1. Manage the Jonas tools and consumables inventory program and equipment maintenance program. Tracking the procurement, repair and maintenance, and return on investment reporting.

2. Procure, track and expedite required goods and services according to Purchasing Policy.

3. Manage the MTO Compliance Program.

4. Operations Assistance as required

POSITION DUTIES AND RESPONSIBILITIES (EXPANDED)

1. Management of Company Assets

1. Monitor the Jonas asset management software Tool module to account for Company

investment, asset identification, inventory control, utilization and charge out, repair and

maintenance expenses and return on investment analysis.

2. Maintain records for all assets addressing scheduled maintenance and repairs and manage the administration of all operated equipment thru 24/7 digital logbooks.

3. Generate, circulate and monitor all tracking of tools, equipment and consumables to appropriate staff, to achieve best utilization of company assets.

4. Coordinate maintenance schedules at the proper intervals for all company owned and lease equipment

5. Maintain propane/gases cylinder inventory control for the corporation.

6. Maintain Consumables sale pricing in Jonas for accuracy

7. Track and monitor Daily Service Vehicle usage and create appropriate billings.

2. Purchasing

1. Manage the approved vendor list; review major suppliers regularly to ensure service and pricing is competitive. Establish the primary two suppliers for all stock items and services.

2. Assist in daily procurement and expediting, as required

3. Comply with Company Purchasing Policy and procedures addressing Price, Delivery, Quality, Ethics, Payment Terms and Purchase Orders; obtain authorization from Supervisor for any single purchase exceeding $2,500.00.

4. Manage receipt of all packages or deliveries relating to Purchase, including physical count, condition, packing slip, and administer over, shorts and damages (OS & D’s) reporting and follow up required.

5. Review supplier invoices to verify against Company Purchase Order and products/services actually supplied or performed.

6. Manage Jonas Purchase Order (PO) module

1. Follow up pricing/costs for unpriced PO’s

2. Ensure detailed descriptions of items being purchased

3. Daily input from Purchase Requisitions into Jonus system

4. Matching of packing slips to PO’s

5. Distribution of PO copies to estimators, billing, accounts payable.

3. MTO Operations and Compliance

1. Ensure that all drivers are hired using the proper compliance program and training.

2. Audit daily driver log and equipment service logbooks, to ensure compliance.

3. Monitor Equipment records to ensure that they exceed the MTO requirements

4. Manage the up-to-date distribution of all Vehicle insurance slips and permits

5. Assist with dispatch of in-house transportation fleet and subtrade transportation services

6. Assist with Permits, Customs and Major Equipment Licensing.

4. General

1. Field Labour Dispatcher assistance as required and during holiday situations.

2. Resource Department assistance as required and during holiday situations positions.

3. Distribute 407 Transponder, with an Approved Onboarding form, and track, monitor usage to ensure cost allocation is always accurate.

4. Be conversant and implement the requirements of the Company Quality Management Systems (QMS) in accordance with Corporate Standards.

5. Help Desk Assistance with Desktop/ Printer /Software as required and during holiday situations positions.

6. Social Media/Website Assistance.

7. Maintain the holiday schedule tracking of all Resource and PCF personnel.

8. Distribute Gas Cards, with an Approved Onboarding form, and track, monitor usage to ensure cost allocation is always accurate

9. Distribute Cellphones, with an Approved Onboarding form, and track, monitor usage to ensure the cost allocation is always accurate.

10. Back up building security and maintenance coordination

11. Perform any other services as required to this position

(position description may be amended from time to time for clarification and completeness).

5. Skills & Qualifications

1. Must be able to organize the various functions and reporting for which his/her position is responsible.

2. Must be able to resist stress created by unequal workloads and maintain a persistent and pleasant disposition with clients, management, field and office personnel.

3. Requires a mechanical aptitude and a related post-secondary diploma or equivalent.

4. Working knowledge of computerized reporting systems is essential

5. A working knowledge of heavy construction tools and equipment including forklifts, boom trucks, cranes, gantries, tractors and floats is beneficial.

6. The ability to manage multiple tasks and to work closely with other departments and individuals will be a requirement.

6. Performance Indicators

1. Completeness of systematic asset management software program with current information.

2. Tracking of Mechanical status of operated equipment and back work orders from logbooks.

3. Frequency and length of time, tools and equipment remain out-of-service due to maintenance and repair.

4. Timeliness and accuracy of the PO system in Jonas.

5. Minimization of back orders and/or incomplete or late shipments by suppliers

6. Organization and completeness of approved vendor list

7. Return on investment of Company Assets.