Position Details:

• Permanent, Full-time
• On-Site
• Salaried
• Schedule: Monday to Friday
• Hours of Work: 7:00 a.m. to 3:30 p.m.

Location:                        Calgary, Alberta

Summary:

We are seeking a professional, proactive, and highly organized Facility Administrator who will be playing a central role in supporting regional operations and contributing to a positive workplace environment. This position works closely with leadership across various departments and serves as a key resource for both administrative and ordering/billing/invoicing/HR related matters. As the first point of contact for internal and external inquiries, the Facility Administrator ensures smooth communication, fosters collaboration, and helps maintain operational efficiency.

The ideal candidate is a quick learner with strong interpersonal skills, capable of navigating complex situations with professionalism and discretion. They are detail-oriented, approachable, and able to manage multiple priorities while maintaining a calm and fair demeanor, along with excellent written and verbal communication abilities

The primary responsibilities and duties include, but are not limited to:

Order Administration

• Draft, proofread and review various documents as required including reports, summaries, emails, meeting notes and notices.
• Track fleet repairs and inspection renewals.
• Unload occasional shipment with forklift.
• Establish and confirm department’s Daily meetings and coordinate with other departments for interdepartmental meetings as requested.
• Maintain information filing systems.
• Receive emails and follow up new orders, complete the set-up in the Company’s system, and update order information.
• Communicate with the Accounting department and clients regarding invoice and payment issues.
• Responsible for overseeing orders from the interface to delivery of the product to the clients.
• Enter or request all necessary orders/changes/data/status to the information in MS Dynamics 365 as delegated / authorized.
• Batch orders according to the specifications of the customers.
• Assist with workflow control for scheduling orders.
• Update weekly and monthly reports for booking and backlog monitoring.
• Manage the process documents for submitting different types of orders.
• Managing shipping requests with the field and the fulfillment team.
• Collaborate with sales representatives, supply chain and other departments regarding order backlog issues, including but not limited to order hold releases, product configuration issues, item number discrepancies and missing valid purchase order requirements.
• Work collaboratively with other team members and leadership.
• Additional responsibilities and duties as assigned.

Office & HR Administration

• Act as the first point of contact for personnel queries and support employee development and performance management.
• Track timecards to spreadsheet for payroll.
• Support payroll processing ensuring accuracy and timely submission.
• Support the administration of employee benefits programs.
• Coordinate interviews, communicate with candidates, and advise leadership on hiring and terminations.
• Help update company policies, ensure legal compliance, and act as the Health & Safety Representative.
• Work closely with Finance, Technical, and Logistics teams, participate in fiscal year-end activities, and contribute to team events and continuous improvement.
• Maintain employees’ records, process leave documentation, and assist with travel, training, and team-building arrangements.
• Perform administrative and HR duties as assigned.

Requirements / Qualifications:

Academic Training:

• A relevant college degree in Business Administration, Finance, Accounting or related field

Work Experience:

• 2+ years of relevant experience in a similar role with a special focus on customer service and/or order administration.
• Proven experience in an HR role.
• Experience in a manufacturing environment an asset.

Specific Competencies:

• Proficiency with Microsoft Office Outlook and Excel
• A good understanding of CRM and ERP systems (specific experience with MS Dynamics considered an asset).
• A solid experience in Order Administrator, HR, and research is a strong asset.
• Previous forklift experience is a strong asset.
• Excellent attention to detail and driven to obtain accurate information.
• Good understanding of an Orders process flow from creation to delivery.
• Goal focused and results driven able to exceed agreed deadlines.
• Strong sense of urgency and willingness to take ownership.
• Ability to multi-task while adhering to various departmental deadlines.
• Affinity to learn how to use new IT systems.
• Strong skills in multi-tasking and efficient management of day-to-day office operations.
• Excellent interpersonal skills are needed to maintain effective working relationships.
• Ability to escalate issues to higher management.
• Self-starter who can follow process guidelines.
• Effective as an individual contributor team player.

Please forward a copy of your resume to recruiting@mediaresources.com for consideration.

We thank all applicants and advise that only those selected for an interview will be contacted.