Administrator

Subcool Mechanical is a mechanical contractor specializing in plumbing, gas fitting, HVAC, refrigeration, sheet metal, and modular mechanical installations. We work on a variety of commercial, industrial, and remote projects across Western Canada and the United States.

We are looking for a highly organized and motivated Administrator to join our team and support our Project Managers and field crews. This is a fast-paced position that requires excellent communication, strong attention to detail, and the ability to manage multiple priorities at once.

Job Summary

The Administrator will work closely with our Project Managers, field employees, clients, and other contractors to help ensure projects are properly organized and crews have the information, accommodations, travel arrangements, and documentation they need to successfully complete their work.

The successful candidate will be comfortable coordinating multiple projects and upwards of 50 field employees at a time, often working under tight deadlines and changing priorities.

Key Responsibilities

• Assist Project Managers with the day-to-day coordination of multiple projects.
• Coordinate flights, hotels, transportation, and travel arrangements for field employees.
• Coordinate field employees and ensure they are scheduled and assigned to upcoming projects.
• Communicate project details, schedules, site information, orientations, and requirements to field staff.
• Coordinate camp accommodations with clients and project representatives.
• Work with clients to obtain required project documentation, orientations, site requirements, and other information.
• Assist with compiling and submitting required documentation to clients.
• Maintain accurate project and employee information using Excel and other computer systems.
• Assist Project Managers with general administrative duties.
• Communicate with clients, employees, accommodations providers, and other contractors as required.
• Identify potential scheduling or logistical issues and assist with finding solutions.
• Follow up on outstanding information and ensure deadlines are met.
• Support Project Managers with other project coordination tasks as required.

Qualifications & SkillsThe ideal candidate will have:

• Previous experience in administration, construction administration, logistics, or a similar role.
• Excellent organizational and time-management skills.
• Strong communication skills, both written and verbal.
• The ability to remain calm and organized while working under pressure.
• Strong problem-solving and decision-making abilities.
• Experience using Microsoft Excel and general computer applications.
• Excellent attention to detail and the ability to keep information organized.
• The ability to manage multiple projects and competing priorities simultaneously.
• Experience coordinating large groups of employees is considered an asset.
• Construction or remote-project experience is considered an asset.
• Ability to work effectively both independently and as part of a team.

The Ideal CandidateWe are looking for someone who is organized, proactive, dependable, and comfortable taking ownership of their responsibilities. This position is ideal for someone who enjoys a fast-paced environment, is confident communicating with a variety of people, and can quickly adapt when project requirements change. You should be comfortable having multiple things happening at once and be able to prioritize what needs to be handled first. Strong follow-up skills are essential, as this role involves coordinating information between our office, field crews, clients, and project teams.

What We Offer

• Full-time employment
• Competitive compensation based on experience
• Extended Health Care Benefits
• Opportunity for professional growth within a growing company
• A supportive and team-oriented work environment
• The opportunity to work closely with experienced Project Managers and field teams

Pay: $22.00-$24.00 per hour

Benefits:

• Extended health care
• On-site parking

Work Location: In person