Position Summary
The Administrative Assistant is responsible for providing administrative and operational support to the crane division by coordinating dispatch, customer service, invoicing, scheduling, resource allocation, and documentation requirements. This role ensures operational timelines are met, customer requests are addressed efficiently, invoicing is completed accurately and promptly, and cash flow-related information is maintained. The position supports operational leadership by managing day-to-day coordination activities, allowing management to focus on project execution, field operations, and business development initiatives.
Key Responsibilities
Customer Service & Coordination
- Respond to customer inquiries received via phone, email, and web forms and communicate opportunities to the Crane Coordination Supervisor and Head of Projects as appropriate.
- Complete Crane Request Forms for all customer inquiries.
- Assist with the preparation and distribution of customer quotations and estimates.
- Follow up on submitted quotations and estimates.
- Maintain professional communication with clients, project owners, vendors, and internal stakeholders.
- Conduct daily reviews of job status, priorities, and scheduling requirements while proactively identifying and escalating issues.
Dispatch & Resource Management
- Coordinate and manage daily dispatch scheduling of cranes, operators, and support personnel.
- Prepare and distribute dispatch notifications.
- Monitor dispatch-related calls and emails when assigned on-call responsibilities.
- Maintain equipment rotation schedules using job boards, spreadsheets, Fleet Cost and Care (FCC), or other approved systems.
- Coordinate resources between Kamloops and Prince George operations to maximize utilization and support project requirements.
- Monitor seasonal load restrictions and communicate operational impacts to stakeholders.
Invoicing, Reporting & Financial Administration
- Coordinate customer invoicing to ensure billing is completed accurately and within established timelines.
- Collect, verify, and maintain operational information required for invoicing and reporting.
- Assist with tracking job costs, accounts receivable information, and cash flow-related documentation.
- Track crane and operator hours, including travel time, LOA, accommodations, and equipment charges for project costing and billing purposes.
- Prepare and maintain accurate operational records and reports.
Administrative Support
- Provide administrative support for crane operations and related documentation.
- Maintain communication with insurance providers and permit authorities.
- Support administrative requirements for the Kamloops and Prince George branches.
- Book accommodations for field employees and assist with crew housing arrangements.
- Manage employee fuel cards and associated records.
- Enter and maintain union hours in FDT Pro for BCIB Union employees when required.
Equipment & Maintenance Coordination
- Work closely with the maintenance department to coordinate downtime for repairs, maintenance, NDT inspections, and CVI requirements.
- Coordinate equipment availability with operational requirements to minimize downtime and maximize utilization.
Systems Utilized
- Microsoft Office Suite (Excel, Word, Outlook)
- Adobe Acrobat
- Ontraccr
- FDT Pro
- Fleet Cost and Care Next Gen (FCC)
- Atom App
- ADP
- BisTrainer
Required Qualifications
- High School Diploma or equivalent.
- Minimum two (2) years of experience in an administrative, dispatch, logistics, operations coordination, or related position.
- Advanced proficiency with Microsoft Excel, Word, Outlook, and Adobe Acrobat.
- Ability to work effectively in a fast-paced environment with changing priorities and deadlines.
- Strong verbal and written communication skills, including professional phone and email correspondence
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Demonstrated problem-solving and critical-thinking abilities.
- Ability to coordinate, prioritize, and manage multiple tasks simultaneously.
- Proficiency in working with multiple software platforms and databases.
Preferred Qualifications
- Post-secondary certificate, diploma, or education in Business Administration, Operations, Logistics, Project Coordination, or a related field.
- Experience in the crane, construction, transportation, industrial, or heavy equipment sectors.
- Experience with dispatching, workforce scheduling, payroll support, timekeeping, or union hour reporting systems such as FDT Pro.
- Knowledge of crane operations and equipment logistics is considered an asset.
Core Competencies
- Customer Service Excellence
- Communication and Relationship Management
- Dispatch and Resource Coordination
- Organization and Time Management
- Attention to Detail
- Problem Solving
- Adaptability and Flexibility
- Teamwork and Collaboration
- Administrative Accuracy and Accountability
- Initiative and Continuous Improvement
Work Location
In-Person
This position may be based in Kamloops, BC, supporting crane operations and administrative activities across multiple branch locations.
$50,000 – $65,000