White Tail Automation

Senior Administrative Coordinator

Calgary, AB

Full-time

About This Job

Are you an organized, detail-oriented professional who thrives in a fast-paced environment? As a Senior Administrative Coordinator at Crimson Group, you’ll play a key role in keeping operations and small projects on track by managing documentation, coordinating schedules, and ensuring seamless workflow operations. We’re looking for someone with a strong work ethic who is ready to take ownership of tasks and contribute to the success of our dynamic team.

If you’re ready to make an impact and grow your career, we want to hear from you!

Who we are:

At Crimson Group, we provide our clients with high-value automation, instrumentation, electrical design, and process operation solutions. With the capabilities of a large enterprise, and the agility and responsiveness of a small company, we are a customer-focused provider of automation and integrated solutions. Crimson Group provides total integration of design, project management, panel manufacturing, installation/commissioning, maintenance, and repair for North America and select international markets.

What we Offer:

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Competitive compensation.

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Comprehensive benefit package and RRSP plan.

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A company laptop and cell phone.

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An environment of continuous learning with the opportunity to enhance your skills & experience and grow within the organization.

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The opportunity to participate in charitable events through our charity, RedTail Community Foundation.

What you will be Doing:

FieldCap Administration:

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Take ownership of FieldCap software by managing job creation, ticketing, and driving system improvements.

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Set up and maintain jobs for both lump sum and time-and-material projects.

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Ensure all price lists, employee permissions, and project databases are up-to-date and accurate.

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Troubleshoot ticketing, job setup, and data reporting issues, providing timely solutions.

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Collaborate with internal teams to maximize the potential of FieldCap’s project management and reporting features.

Project & Purchase Order Management:

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Create and oversee purchase orders (POs) for project materials and inventory needs.

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Track deliveries, reconcile invoices, and ensure POs are accurately entered into FieldCap.

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Monitor project budgets, flagging potential risks or cost overruns early.

Inventory & Billing Management:

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Oversee inventory audits for trucks and warehouses, ensuring everything is accounted for.

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Support accurate client billing by tracking inventory usage and managing quotes for special orders.

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Contribute to the monthly billing cycle by ensuring all data is accurate and complete.

Timesheet & Payroll Coordination:

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Review and compile timesheet data in FieldCap to ensure accurate payroll processing.

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Work closely with payroll teams to guarantee employee payments are correct and timely.

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Manage time allocation for employees under varying legal structures, like shift workers or visa requirements.

Process Improvements:

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Continuously look for ways to streamline and enhance FieldCap processes for project management and reporting.

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Partner with internal teams to implement updates and tools that improve overall efficiency and productivity.

Your Skills and Qualifications:

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Experience in managing purchase orders or overseeing project purchasing. A background in purchasing or procurement would be highly regarded.

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A strong technological aptitude and comfort working in a variety of systems. Experience with FieldCap or similar project management/field ticketing software would be beneficial.

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Demonstrated ability to manage multiple projects and service work simultaneously with excellent attention to detail.

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Highly productive and able to keep up with a fast-moving workload.

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Process-driven with strong problem-solving skills.

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Excellent communication skills, both written and verbal.

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Proficient in Microsoft Office Suite, especially Excel.

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Experience in oil and gas, electrical, or another industrial service environment would be beneficial.

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Previous experience in improving or managing software systems in a fast-paced environment.

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Bachelor’s degree in business or a related field would be preferred.

Working Conditions:

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This is a full-time, Monday–Friday position based in our Calgary office with the potential for some remote work opportunities.