The Office Administrator supports project pre-production and financial administration across Turn-Key Controls Ltd. This role is the primary point of contact for SAP project setup and maintenance, sales order and project entry, corporate credit card and Expensify administration, and vehicle fleet coordination. The Administrator also plays a lead role on the Health & Safety Committee, ensuring the company remains current and compliant across all safety, training, and regulatory requirements. Additional responsibilities include general office administration, document control, and ad-hoc support across Turn-Key Controls (TKC), and affiliated companies SCG and FCG.
PRE-PRODUCTION & PROJECT SETUP- Create new projects in SAP (Quoted and Time & Materials) as required, primarily for Vernon and Langley; scale of setup work varies with project size and complexity.
- Enter and maintain sales orders and project records in SAP, ensuring project structures are set up correctly before work begins.
- Coordinate with project leads to move hours between projects when required, updating both SAP and ClickTime (CT) accordingly.
- Attend Time & Materials (TM) job meetings and prepare projects for invoicing alongside Operations.
- Maintain and troubleshoot timesheet imports into SAP, correcting entry errors prior to invoicing.
PROCUREMENT & PURCHASING- Support procurement activities as needed, including ordering office and kitchen supplies for Vernon and Langley.
- Provide backup support with GRPOs when the shipper/receiver is away.
- Complete the RMA process in SAP between Langley and Vernon.
- Track parts/project expenses on the corporate credit card and confirm they have been added to the correct project.
- Investigate and resolve missing pick tickets and unconfirmed parts receipts identified by Finance, creating POs where needed and referring GRPOs to the shipper/receiver.
- Address stock discrepancies and notices related to Warehouses 10 and 20 as needed.
SAP ADMINISTRATION- Own day-to-day SAP entry and data integrity across projects and timesheets.
- Manually enter kilometres (KMs) and parts/expenses for Time & Materials jobs where required.
- Review and correct timesheet upload errors between ClickTime and SAP on working days, with overtime exceptions provided upon request; month-end and fiscal year-end deadlines must be met in accordance with FCG rules.
- Provide backup receiving support in SAP in the absence of the regular receiver.
- Develop and maintain how-to guides for SAP processes, including project creation and invoicing preparation, to support ongoing team training.
- Prepare completed projects for invoicing, including report completions, SAP project deliveries, and other billing documentation.
CORPORATE CREDIT CARD & EXPENSIFY ADMINISTRATION- Serve as company administrator for the corporate credit card program and Expensify platform.
- Monitor credit card purchases and ensure related parts and expenses are added to the correct project in SAP.
HEALTH & SAFETY COMMITTEE & COMPLIANCE- Serve as a lead member of the Health & Safety Committee, supporting compliance with all safety obligations across Vernon and Langley.
- Oversee the Health & Safety program, updating the Health & Safety Manual, policies, and procedures as needed.
- Monitor staff safety training to ensure certifications and requirements remain current; assign client-required online safety training prior to site work.
- Arrange and attend weekly and monthly Health & Safety Committee meetings, including sessions with Zalemo, and report required tracking information.
- Arrange and attend management safety reviews every six months.
- Plan and deliver Toolbox Talks (jointly or by location), developing supporting documentation and scripts to ensure consistent delivery, and upload materials to SiteDocs.
- Monitor completion of safety inspections and follow up on outstanding items.
- Maintain ISN/AVETTA compliance, including updating required Health & Safety documentation, resolving outstanding issues, and requesting exemptions where applicable.
- Prepare and submit quarterly WSBC statistics (KMs, headcount, hours worked, incidents) and complete annual WSBC compliance reviews.
- Act as First Aid Attendant and Commissioner for Taking Oaths.
- Complete government surveys as required.
- Be comfortable filling out and submitting government and regulatory forms
VEHICLE FLEET ADMINISTRATION- Monitor GeoTab to confirm vehicles remain online and generate monthly personal kilometre reports.
- Monitor dashcams to confirm they remain online and functioning.
- Review vehicle insurance renewal documentation and distribute to staff.
TIMESHEETS & PAYROLL SUPPORT (CLICKTIME)- Review employee timesheets in ClickTime and prepare files for upload to SAP, creating individual employee files and removing entries that cannot be uploaded.
- Sync files to the appropriate remote desktop folder and confirm successful upload in SAP, correcting any errors.
- Confirm daily KMs and hours (8 hrs/day) are logged correctly and applied to the correct project in SAP.
- Follow up with staff on outstanding weekly timesheets and inspection forms.
MONTH-END / ONE TIME RESPONSIBILITIES- Prepare monthly utilization reports for management.
- Prepare vehicle KM reports from GeoTab, distribute to staff, and update tracking files (T4, WSBC) upon return.
- Ensure all deliveries requiring current-month invoicing are completed and processed.
- Confirm all shop supply pick tickets are scanned and create POs for any outstanding items, referring GRPOs to the shipper/receiver.
GENERAL OFFICE ADMINISTRATION- Maintain the company SharePoint site, ensuring documents remain current and well organized.
- Create and maintain How-To manuals and process documentation.
- Order office and kitchen supplies for Vernon; coordinate birthday recognition for staff in Vernon and Langley.
- Maintain the password file, staff information records, and safety training matrix.
- Coordinate cell phone and SIM card orders, transfers, and cancellations.
- Provide documents requested by customers, including Certificates of Insurance (COIs), proof of vehicle insurance, and safety manuals.
- Follow up with staff regarding use of updated branded templates.
- Maintain and update organizational charts.
- Respond to ad-hoc requests and provide support across Turn-Key Controls (TKC), SCG, and FCG as needed.
- Research and recommend more efficient processes to improve administrative operations.
CURRENT PROJECTS & CONTINUOUS IMPROVEMENT- Support SiteDocs where needed.
- Coordinate promotional wear and company SWAG.
- Continue expanding the SharePoint site as the central document repository.
- Support branding updates, including business cards, template logos, and updates across platforms such as ISN and Avetta.
- Support desk phones and continued implementation of ClickTime where needed.
- Support modifications to INCOTERMS as needed, providing research where applicable.
- Review current vehicle personal KM reporting methods for T4 purposes in collaboration with Payroll/Finance.
- Support the rollout of new software as it is implemented in the future.
