About the Role
Division 26 Inc. is seeking an organized, dependable, and detail-oriented Administrative Assistant to join our team in Fort McMurray.
This is a fast-paced administrative role supporting our operations, project managers, field supervisors, and accounting functions. The successful candidate will be comfortable managing multiple priorities, maintaining accurate documentation, following up with employees and managers, and ensuring that critical paperwork is completed on time.
Key Responsibilities
Responsibilities will include, but are not limited to:
- Prepare and process customer invoicing accurately and within required submission deadlines.
- Organize, review, track, and maintain daily LEMs (Labour, Equipment and Material reports).
- Follow up with employees, supervisors, and managers regarding missing or incomplete LEMs and supporting documentation.
- Maintain project, invoicing, labour, equipment, and operational spreadsheets.
- Assist managers with the preparation and organization of quotes, estimates, proposals, and supporting documentation.
- Complete and submit permit applications and coordinate/book required inspections.
- Review documentation for accuracy and completeness before submission.
- Maintain organized electronic and physical filing systems.
- Assist with purchase orders, work orders, job numbers, receipts, and other project-related documentation.
- Enter and maintain information in company tracking systems and spreadsheets.
- Support project managers and supervisors with day-to-day administrative requirements.
- Assist with client documentation, onboarding packages, and contractor requirements as required.
- Prepare correspondence, forms, reports, and other business documents.
- Monitor deadlines and follow up on outstanding information to ensure documentation is submitted on time.
- Communicate professionally with employees, clients, vendors, inspectors, and management.
- Assist with general office administration, document control, data entry, scanning, filing, and record keeping.
- Provide additional administrative support to management as operational requirements arise.
What We Are Looking For
The ideal candidate will have:
- Previous administrative experience, preferably in construction, electrical, industrial, oil and gas, or a project-based environment.
- Experience with invoicing and supporting documentation.
- Strong Microsoft Excel skills and confidence working with spreadsheets.
- Strong Microsoft Office skills, including Word, Outlook, and Excel.
- Excellent organizational and document-management skills.
- Strong attention to detail and a high level of accuracy.
- Ability to manage multiple projects, deadlines, and competing priorities.
- Ability to follow up professionally and persistently when documentation is outstanding.
- Strong written and verbal communication skills.
- Ability to learn new software and administrative systems quickly.
Experience With the Following Is an Asset
- LEM preparation, tracking, or reconciliation
- Construction or industrial invoicing
- Project administration
- Quotations and estimating support
- Permit applications and inspection booking
- Purchase orders
- SiteDocs, Nylus and similar field-documentation systems
- Contractor/client compliance documentation
- Oil sands or industrial project administration
The Right Person for This Position
This role requires more than basic data entry. We are looking for someone who is proactive and accountable and who understands that accurate and timely administration directly affects project reporting, invoicing, and cash flow.
Only applicants selected for an interview will be contacted.
Pay: $28.60-$32.00 per hour
Benefits:
- Dental care
- Life insurance
- Vision care
Work Location: In person
