Job Description

Join MasTec Canada

We are a team that is motivated, ambitious and inclusive. We are united by a commitment to safety and united by a passion for solutions and innovation.

MasTec Canada offers career opportunities for individuals looking to take part in Canada’s industrial construction sector. Guided by our Core Values of team, respect, excellence, integrity, duty and protect, we construct and maintain projects safely, reliably and with care and respect for the environment in which we operate.

Why Join Us?

• Our Core Values are front and centre and operationalized across the business
• Individual contribution is rewarded and teamwork is encouraged
• A commitment to a diverse and inclusive work environment where our employees can freely bring diverse perspectives and varied work experiences to work
• Individual development is provided (e.g., hands-on training and cross-functional project opportunities)

POSITION SUMMARY:

The Operations Administrator will be responsible for overseeing and coordinating various operational activities by maintaining office systems and supporting the daily operations of the local office and operations leadership team.

Preference will be given to candidates LOCAL to Grande Prairie and surrounding areas.

ESSENTIAL JOB FUNCTIONS:

Project and Billing Management:

• Support Project Managers and Superintendents with change orders, cost code updates, and project reporting
• Manage progress billings for contract projects
• Maintain and update master job list
• Manage client purchase orders, ensuring accurate billing codes
• Verify and maintain current rate schedules
• Ensure all tickets and shop hours are billed and recorded accurately
• Review purchase order log and submit third-party billing

Administrative and System Operations:

• Complete and submit job forms; set up new projects in FieldCap
• Develop and maintain job setups and rate schedules; approve tickets and upload vendor invoices in FieldCap
• Process invoice requests and update in Vista
• Enter invoices using Open Invoice and Open Ticket
• Follow up on outstanding payments and resolve invoice issues
• Support vendor invoice charge-outs
• Assist with weekly payroll by reviewing and approving FieldCap tickets
• Generate and review weekly reports, addressing outstanding issues

Office and Team Coordination:

• Supervise receptionist and manage office logistics (e.g., shipping/receiving logs, phone/IT equipment lists)
• Create weekly meeting agendas and take minutes
• Maintain SharePoint user lists, documents, files, and procedures.
• Coordinate with vendors for maintenance tasks (e.g., plumbing, electrical, lawn care)
• Monitor various email accounts

Community and External Engagement:

• Engage with local charities, and manage sponsorships
• Support Indigenous community initiatives and maintain required reporting

Additional Responsibilities:

• Perform other duties as assigned

EDUCATION AND WORK EXPERIENCE REQUIREMENTS:

• Related experience and/or training or equivalent combination of education and experience in office administration
• Minimum 5 years of relevant office support experience

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Take reasonable care of your own and others’ health and safety and of those who may be affected by the day-to-day delivery of this role by taking personal responsibility for promoting and living out MasTec Canada’s 6 Core Values
• Fluent with Microsoft suite including Office 365 and SharePoint
• Previous experience using Viewpoint Vista and or Field Cap system is an asset
• Ambitious, pro-active, high-energy, positive attitude and a team player
• Excellent collaboration and written/verbal communication skills
• Strong problem solving, analytical and organizational skills
• Ability to build rapport and effectively communicate with all levels in the organization
• Flexible and stress-resilient with the ability to meet deadlines while maintaining the highest standards of quality
• Read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals
• Ability to work within precise standards of accuracy and follow set procedures and standards
• Read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals

Job Tags

Similar Jobs