Office Coordinator (Canada)

AWP Safety•Moncton, NB

10h•CA$18 - CA$18•Onsite

About The Position

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.

Requirements

1-3 years of office administration experience
Effective communication and collaboration skills with the ability to take direction
Proficient using technology to perform document management, reporting, review, and editing
Ability to read and interpret written information clearly and accurately
Attention to detail and organizational skills with the ability to manage multiple priority items and track extensive detail
Proactive and confident to work independently, while maintaining strong teamwork skills

Nice To Haves

Experience with traffic control and safety devices preferred, but not required
Salesforce experience is a plus

Responsibilities

Validate all jobs in Salesforce for accuracy and completeness by 11am (10am Payroll week)
Confirm correct client, job location, dates, times, and crew assignments
Resolve missing or incorrect job details before validation is finalized
Prioritize and complete validations within the same business day
Communicate with Operations when clarification or corrections are required
Maintain the On-Time Report in Salesforce 2x’s per day
Review job start times and identify late or inconsistent entries
Follow up with supervisors or field teams regarding discrepancies
Ensure all time-related data is current and accurate
Monitor and respond to office group inbox(es) as front-line support
Answer employee questions related to job details and scheduling
Escalate issues to Operations or Leadership when appropriate
Maintain professional, timely, and consistent communication
Process employee documentation and required forms (ROE. Time off Requests etc)
Follow up on missing information to ensure completion
Submit completed documentation to the appropriate department
Maintain organized digital records – update Certificate expirations
Monitor shared email – process and clear out/file.
Updating Crew Manifest weekly
Enter Data as required – Site inspections, certs, documents etc.
New hire paperwork
Organize Employee Files
Help with reaching out to resumes/calling and prescreening
Tracking who has what tablets & deal with radios that need to be rebooted
Safety Demo post and upload
Any PPE forms for new hires & replacement gear
After courses updating TCP/TWS/ First Aid expiry’s
Samsara – 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 weeks
Clean office / Mini Kitchen/Bathroom
Inventory Cleaning Supplies, PPE, Paperwork
Provide progress updates to Operations throughout the day
Manage multiple priorities and adjust based on urgency
Confirm task completion before end of shift or communicate delays
Participate in Salesforce and process training as required
Use reference guides and training materials to improve accuracy
Ask questions and confirm understanding before completing tasks