Operations Administrator - Overhead Doors

Dakwakada•Whitehorse, YT

37d•CA$25 - CA$28•Onsite

About The Position

The Operations Administrator – Overhead Door supports the daily operations of Northerm Windows and Doors’ Overhead Door Department by coordinating service scheduling, technician dispatch, purchasing, order tracking, inventory, invoicing, and customer communication. This role serves as a central point of contact between technicians, management, customers, suppliers, and freight providers, ensuring all work is accurately organized, tracked, and completed efficiently from initial request through to invoicing and reporting. Strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment are essential.

Requirements

High school diploma or equivalent.
1–2 years of administrative experience in construction, manufacturing, service, or a related industry.
Experience with scheduling, invoicing, purchasing, and coordinating service work.
Experience tracking orders, coordinating shipments, and working with suppliers.
Experience with inventory control, receiving processes, and logistics coordination.
Strong working knowledge of Microsoft Excel, including the ability to build and maintain tracking spreadsheets.
Strong organizational skills and attention to detail.
Ability to manage multiple priorities in a fast-paced environment.
Strong communication and customer service skills, both written and verbal.
Ability to work independently and take initiative in day-to-day responsibilities.

Nice To Haves

Experience with ERP, dispatch, or service management systems considered an asset.
Valid driver’s license considered an asset.

Responsibilities

Coordinate and schedule daily technician work assignments based on service calls, priorities, technician availability, and geographic efficiency.
Communicate schedules, job details, and customer requirements clearly to technicians.
Adjust schedules as required to respond to urgent service requests, emergency repairs, and changing operational needs.
Manage service calls from initiation through to completion, ensuring work orders are properly documented and updated.
Communicate regularly with customers regarding appointment timing, service updates, and job requirements.
Follow up on outstanding service items, deficiencies, or incomplete work to ensure resolution.
Create and process purchase orders for overhead door parts, materials, and supplies as required for service and installation work.
Coordinate with suppliers and freight providers to arrange shipment and delivery of ordered materials.
Track all active orders, monitoring shipment status, expected delivery dates, and potential delays.
Proactively follow up with suppliers regarding backorders, shortages, or discrepancies, and communicate updates to management and field staff.
Process receiving documentation, ensuring purchase orders, packing slips, and invoices are accurately matched and recorded.
Monitor inventory levels and assist with replenishment, inventory counts, and reconciliation activities.
Support organization and accuracy of stock and materials used in daily operations.
Prepare and process customer invoices accurately and in a timely manner.
Review completed work orders and supporting documentation to ensure accuracy prior to invoicing.
Assist with resolving invoice discrepancies, billing questions, and customer inquiries.
Maintain organized records, filing systems, and documentation for service, purchasing, and invoicing activities.
Provide general administrative support to the Overhead Door Department as required.
Create and maintain spreadsheets and tracking tools using Microsoft Excel for service activity, purchasing, inventory, and order tracking.
Build and update basic tracking systems for departmental operations, including sales, orders, and financial or operational summaries.
Assist with compiling data and reports to support management decision-making.
Ensure accuracy and consistency of all tracked information.