About this role
Position Summary
At the heart of this role is building and managing daily schedules for our field crews. Think of it as a large puzzle that keeps changing. You'll match crews, equipment, and job requirements so every site is covered, and you'll adjust the plan in real time when priorities shift.
Primary Daily Responsibilities
Build and adjust daily field crew schedules to cover multiple job sites efficientlyValidate all jobs in Salesforce for accuracy and completeness by 11 a.m. (10 a.m. in payroll weeks)Confirm the correct client, job location, dates, times, and crew assignmentsResolve missing or incorrect job details before validation is finalizedPrioritize and complete validations within the same business dayVerify and process job information for billing and payroll accuracyCommunicate with Operations when clarification or corrections are neededHelp the Operations Team organize large traffic control eventsReporting Responsibilities
Maintain the On-Time Report in Salesforce twice a dayReview job start times and flag late or inconsistent entriesFollow up with supervisors or field teams about discrepanciesKeep all time-related data current and accurateEmployee & Inbox Support
Monitor and respond to the office group inbox(es) as front-line supportAnswer phone calls, emails, and general inquiriesAnswer employee questions about job details, scheduling, and payrollEscalate issues to Operations or Leadership when appropriateCommunicate clearly with field staff, supervisors, and leadership to support daily operationsKeep communication professional, timely, and consistentAdministrative Duties
Process employee documentation and required forms (ROE, time-off requests, etc.)Complete new hire paperwork and PPE forms for new hires and replacement gearFollow up on missing information and submit completed documentation to the right departmentOrganize employee files and maintain digital records, including certificate expiry datesUpdate TCP, TWS, and First Aid expiry dates after courses are completedMonitor, process, and file emails in the shared inboxUpdate the Crew Manifest weeklyEnter data as required (site inspections, certifications, documents, etc.)Complete driver assignments in Samsara twice a day (morning and afternoon)Organize and track PPCL submissions, which are due every 2 weeks, and give the OM a list of anyone who hasn't completed theirs for follow-upPost and upload Safety DemosTrack tablet assignments and reboot radios as neededKeep inventory of PPE and paperworkHelp with recruitment by reviewing resumes, calling candidates, and prescreeningPrepare and format correspondence and internal documentsComplete scanning, filing, and document management tasksHandle sensitive information confidentially and professionallyTask Tracking & Communication
Give Operations progress updates throughout the dayManage multiple priorities and adjust based on urgencyConfirm tasks are complete before end of shift, or communicate any delaysTraining & Continuous Learning
Take part in Salesforce and process training as requiredUse reference guides and training materials to improve accuracyAsk questions and confirm understanding before completing tasksSuccess Indicators
Jobs are validated accurately with minimal reworkReports are current and reliableEmployee inquiries are handled promptly and correctlyOperations can rely on timely, accurate administrative support Qualifications
High school diploma required; post-secondary education is an assetValid driver's license and a clean driver's abstractExperience with onboarding, recruitment, payroll, and general administrationStrong computer skills, including Excel, Word, and PowerPoint (Salesforce experience is an asset)Excellent verbal and written communicationStrong organizational skills and close attention to detailAble to stay calm under pressure and manage competing priorities in a fast-paced, changing environmentStrong problem-solver who thinks quickly and adapts to changeProactive and solutions-focused, with a strong sense of ownership and accountabilityProfessional, open to direction and feedback, and comfortable working in a diverse, dynamic teamIf you like problem-solving and keeping a busy operation running smoothly, we'd love to hear from you.
This job description is not exhaustive, and other duties may be assigned as needed.
WHAT YOU WILL LOVE/PERKS
Health/Dental benefitsRRSP programEAP (Employee Assistance Program)Career GrowthAWP named one of North America’s Greatest Workplaces 2023 and 2025 for DiversityProtecting Your People, Your Business, and Your Time.
AWP Safety is committed to diversity, inclusion, and employment equity. We welcome applications from all qualified candidates, including women, Indigenous peoples, persons with disabilities, members of visible minorities, and veterans. All qualified applicants will be considered for employment without regard to age, race, colour, religion, creed, sex (including pregnancy), sexual orientation, gender identity or expression, physical or mental disability, ethnic, national, or Aboriginal origin, family status, marital status, source of income, political belief, association with a protected group, or any other ground protected by applicable federal or provincial human rights legislation.
Accommodations are available on request at every stage of the hiring process.
All personal information will be kept confidential and handled in line with applicable Canadian privacy legislation.
AWP Safety is an Equal Opportunity Employer (EOE). Women, minorities, veterans, and individuals with disabilities are encouraged to apply. Qualified applicants will receive consideration for employment without regard to race, color, religion, creed, age, national origin, ancestry, sex, pregnancy, sexual orientation, gender identity or expression, genetic information, marital status, protected veteran status, disability, or any other status protected by applicable federal, state, or local law.