Office Administrator

Job summary

The Office Administrator provides administrative support by managing project data entry, including labour and equipment resources, and coordinating logistics for project personnel. They also assist with accounting tasks, employee onboarding, and maintaining project documentation and site-access requirements.

Job details

Office Administrator Location: Hope, BC Employment Type: Full Time Wage Range: $25.00 - $30.00/hr plus OT Schedule: Monday - Friday, 8 hour shifts in Hope, with some travel to project sites required based on operational and project needs. Site assignments may require 12 hour shifts and a 6 days on / 1 day off rotation. Overtime and weekend work may be required during project assignments. Job Description Ogilvie Mountain Holdings LP (OMH), part of the Infracon Group of Companies, is a pipeline construction and maintenance contractor based in Hope, BC. We specialize in pipeline maintenance and construction activities, including integrity digs, cut-outs, valve installations, piping upgrades, hydrotesting, and various activities related to the operation, maintenance, and upgrading of pipeline infrastructure. We are currently seeking a Full-Time Office Administrator based out of our Hope, BC office. This position will primarily work Monday to Friday, 8 hours per day from our Hope office. However, as project requirements arise, the successful candidate may be required to travel to and work from project sites. While assigned to a project site, the work schedule may transition to a 6 days on / 1 day off rotation, working up to 12 hours per day. The Office Administrator is responsible for providing administrative support to both our office and project teams. Duties include the prompt and accurate entry of project information, including labour, equipment, safety, and material data, into project costing and billing systems, as well as coordinating logistics for project personnel. The ideal candidate will be highly organized, adaptable, detail-oriented, and comfortable working in both an office environment and a fast-paced project setting. Responsibilities Complete daily entry of labour and equipment resources utilized on projects. Maintain requisition, purchase order, equipment, and other project logs as required. Code and enter invoices and assist with various administrative and accounting-related tasks. Assist with employee onboarding, including HR/payroll documentation, HSE requirements, orientations, and safety ticket tracking. Maintain general filing and document control procedures throughout all phases of a project. Organize and coordinate site-level training and communicate upcoming training requirements with the appropriate departments. Create and maintain site-access requirements, including vehicle passes, visitor passes, and orientations. Coordinate HSE support documentation as required. Book employee travel and accommodations and assist with processing related expenses. Maintain required reports and ensure information is complete and accurate. Complete timely documentation follow-up, scanning, copying, filing, and record keeping. Provide administrative support to project managers, supervisors, and other departments as required. Provide on-site administrative support when project requirements dictate. Perform other duties as required or assigned. Qualifications 2+ years of relevant administrative experience; site or project administration experience is preferred. Previous administrative experience within the construction, pipeline, or similar industry is considered an asset. Strong verbal and written communication skills with the ability to maintain professional relationships with employees, clients, vendors, and other stakeholders. Strong organizational, multitasking, and time-management skills. Excellent attention to detail and accuracy. Proficiency with Microsoft Office, including Word and Excel. Experience with Excel formulas and pivot tables is an asset. Ability to adapt to changing priorities and project demands. Payroll experience or related qualifications are considered an asset. Accounting experience or related qualifications are considered an asset. Ability and willingness to travel to project sites as operationally required. Ability to work extended hours and rotational schedules while assigned to a project site. Work Location & Schedule Regular Schedule – Hope Office Based out of Hope, BC. Monday to Friday. 8-hour shifts. Project/Site Schedule Travel to project sites may be required based on operational and project needs. When assigned to a project site, the schedule may transition to a 6 days on / 1 day off rotation. Site assignments may require 12-hour shifts. Overtime and weekend work may be required during project assignments. Applicants should be comfortable with both schedules and have the flexibility to transition to site-based work when required. Physical Demands The position may require the employee to frequently work at a computer workstation and periodically stand, walk, twist, bend, reach, and kneel. Project-site assignments may involve working in active construction environments and varying weather or site conditions. Compensation & Benefits OMH offers competitive compensation, benefits, ongoing training, growth opportunities, and a workplace culture built on determination, teamwork, and integrity.

What you’ll do

The Office Administrator provides administrative support by managing project data entry, including labour and equipment resources, and coordinating logistics for project personnel. They also assist with accounting tasks, employee onboarding, and maintaining project documentation and site-access requirements.

Requirements

Candidates must have at least 2 years of relevant administrative experience, with preference given to those with site or project administration backgrounds. Proficiency in Microsoft Office and strong organizational and communication skills are required, along with the ability to travel to project sites.

Benefits

• Competitive compensation • Benefits • Ongoing training • Growth opportunities

Listed skills

• Time management · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• Multitasking · Preferred
• Payroll · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Accounting · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Project costing
• Billing systems
• Logistics coordination
• Data entry
• Microsoft Office
• Excel
• Payroll
• Accounting
• Document control
• HSE documentation
• Time management
• Communication
• Organizational skills
• Multitasking
• Administrative Support
• Record Keeping
• Project Administration
• Document Control
• Operation Maintenance
• Administrative Functions
• Microsoft Excel
• Billing Systems
• Excel Formulas
• Pivot Tables And Charts
• Hydrostatic Testing
• Issue Tracking
• Invoicing
• Project Management
• Employee Onboarding
• Project Cost Management
• Time Management
• Environment Health And Safety
• Coordinating
• Filing
• Teamwork
• Detail Oriented

Job areas

• Administrative
• Construction
• Logistics
• Finance & Accounting
• Energy
• Office Administrator
• Office Manager (General)
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers