Administrator - Vernon, BC

Role: Administrator
Contract Duration: 6 months - potential extension
Work Location: 1401 Kalamalka Lake Rd, Vernon BC
Hours per week: 40
Max INC Rate: $42.50/
Max T4 Rate: $36.02/

General Description

• Performs a variety of duties related to work management and related support functions in a Field Services responsibility area.
• Performs all of the same functions as the Field Services Administrator 1 job as required.
• The role coordinates and expedites Field Services work by managing work orders, scheduling activities, and arranging required civil and support services. It administers local work contracts, third party billings, invoices, and work order coding, while maintaining accurate financial and operational records.
• The position provides administrative support for installation and maintenance activities, including updating drawings, tracking maintenance schedules, handling customer and system inquiries, and processing purchasing and billing documents. It also assembles tender packages, coordinates pre job activities with internal teams and external utilities, and enters contract requisitions.
• The role monitors material availability, works with Materials Management to resolve discrepancies, and may issue material requests to crews. It liaises with the Trouble Centre regarding crew availability, outages, emergencies, and dispatch needs, assisting with work organization during emergency conditions.
• Support execution of end‑to‑end procurement activities including SAP PR creation and changes, PO facilitation, SES/invoice tracking, and proactive vendor coordination for onboarding and service confirmations.

Experience and Role Accountabilities

• Processes accounting, financial, vehicle use and other business performance documentation such as: reconciling project or work management related reports; preparing cost control reports and draft narratives on significant variances; and preparing various cost, project and/or work performance and vehicle use tracking statements, reports and summaries; makes recommendations to manager based on findings
• May be required to participate in the planning, scheduling, coordination and organization of office accommodations and moves of employees, arrange phone and office equipment relocations; may be required to act as a liaison with contractors or others to initiate action for building facility issues such as HVAC, building security systems, janitorial issues, etc.
• Organises, schedules and/or expedites work orders and Local Work and Unit Price Contracts via manual and other pre-scheduling/work management systems and tools; arranges for on site meetings with engineering design, service planning staff and customers; routes and remarks maintenance/street light or other orders to BC Hydro personnel, contractors or other utilities; arranges for various civil work and other ancillary support services; assigns bill book number coding to project work orders.
• Performs all of the same functions as the Field Services Administrator 1 job as required.

Education and Skills Required

• A minimum of 1 year of general clerical and administrative experience as a Field Services Administrator 2 or 2 years equivalent experience in general clerical admin plus work order management, customer work management, dispatch, contract administration, materials issues management, time capture, billing/expenses, and business/financial performance reporting including demonstrated proficiency with PC operation.
• Strong knowledge of financial tracking systems and the ability to apply bill book and project coding to work orders.
• Ability to review, process, correct, and code invoices accurately.
• Ability to prepare and input contract requisitions, purchase orders, and related data into spreadsheets and software applications.
• Skilled in relaying information or dispatching crews, with knowledge of single‑person crew procedures.
• Basic working knowledge of utility operations.
• Strong communication is required to respond to internal and external stakeholders, manage correspondence, escalate issues to management,
• Knowledge of clerical routines, monitoring systems, petty cash handling, and related administrative processes.
• Demonstrated proficiency with PCs and standard business/software applications.