About this role
POSITION SUMMARY
The Office Coordinator will play an essential role in AWP Safety’s growth by assisting the Operations team with multiple projects and duties, including but not limited to systems management, report generation, coordinating repairs/ maintenance, inbound/outbound calls, and interacting with customers to ensure satisfaction. The Office Coordinator must be comfortable performing multiple tasks effectively with a focus on timeliness and responsiveness, high levels of diplomacy, sound judgment, and discretion when dealing with customers and other department staff.
Primary Daily Responsibilities
Validate all jobs in Salesforce for accuracy and completeness by 11am (10am Payroll week)Confirm 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 dayCommunicate with Operations when clarification or corrections are requiredReporting Responsibilities
Maintain the On-Time Report in Salesforce 2x’s per dayReview job start times and identify late or inconsistent entriesFollow up with supervisors or field teams regarding discrepanciesEnsure all time-related data is current and accurateEmployee & Inbox Support
Monitor and respond to office group inbox(es) as front-line supportAnswer employee questions related to job details and schedulingEscalate issues to Operations or Leadership when appropriateMaintain professional, timely, and consistent communicationAdministrative Duties
Process employee documentation and required forms (ROE. Time off Requests etc)Follow up on missing information to ensure completionSubmit completed documentation to the appropriate departmentMaintain organized digital records – update Certificate expirationsMonitor shared email – process and clear out/file.Updating Crew Manifest weeklyEnter Data as required – Site inspections, certs, documents etc.New hire paperworkOrganize Employee FilesHelp with reaching out to resumes/calling and prescreeningTracking who has what tablets & deal with radios that need to be rebootedSafety Demo post and uploadAny PPE forms for new hires & replacement gearAfter courses updating TCP/TWS/ First Aid expiry’sSamsara – Driver Assignments 2x’s per day (Once in the morning and once in the afternoon)PPCL – Organizing/Tracking and provide list to OM for follow up of those not completed (this is also a task for anyone on Modified duties) All need to be submitted every 2 weeksClean office / Mini Kitchen/BathroomInventory Cleaning Supplies, PPE, PaperworkTask Tracking & Communication
Provide progress updates to Operations throughout the dayManage multiple priorities and adjust based on urgencyConfirm task completion before end of shift or communicate delaysTraining & Continuous Learning
Participate 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 accurately validated with minimal rework requiredReports are current and reliableEmployee inquiries are handled promptly and correctlyOperations can rely on timely and accurate administrative support REQUIREMENTS
1-3 years of office administration experienceEffective communication and collaboration skills with the ability to take directionProficient using technology to perform document management, reporting, review, and editingAbility to read and interpret written information clearly and accuratelyAttention to detail and organizational skills with the ability to manage multiple priority items and track extensive detailProactive and confident to work independently, while maintaining strong teamwork skillsExperience with traffic control and safety devices preferred, but not requiredSalesforce experience is a plusWORK ENVIRONMENT AND PHYSICAL DEMANDS
The team member must be able to successfully handle the physical demands of this position, which include but are not limited to the following:
Variable hours of operation based on staffing needs and workloadAbility to work in a variety of physical positions, including sitting, standing walking, and drivingMajority of hours will be worked in an office settingSome exposure to all weather conditions in combination with regular work time indoors in environmentally controlled conditionsMay be required to lift or carry objects up to 40 pounds WHAT YOU WILL LOVE/PERKS
Company provided vehicle with fuel card for work purposesHealth/Dental benefitsRRSP programEAP (Employee Assistance Program)Career GrowthPaid Time Off and Paid HolidaysAWP named one of North America’s Greatest Workplaces 2023 and 2025 for DiversityAWP 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 their race, color, age, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability.
PROTECTING YOUR PEOPLE, YOUR BUSINESS, AND YOUR TIME.
All your information will be kept confidential according to EEO guidelines.
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.