Job Description

Hangingstone Ventures is a division of Infracon Construction Inc. that performs hydrovac and air vac services throughout BC and Alberta. We are currently looking for a full-time, Administrative Coordinator for our Calgary Office with some remote work flexibility available.

Reporting to the General Manager of the Hangingstone Ventures division, the Administrative Coordinator will be based in Calgary, AB. The incumbent’s responsibilities will be prioritized for support of the Hangingstone Ventures operations including the prompt and accurate entry of project data including labour, equipment, safety, and materials into a custom costing/billing database as well as swift coordination of all logistics relating to crew members.

The successful candidate will also be responsible for supporting the Business Development Manager based in Calgary, AB in engaging prospective clients, expanding existing relationships, and building new business relationships for the Infracon Group of Companies. Business Development activities may include developing and distributing promotional materials, assisting with initial engagements with prospective clients, preparing and managing sales leads reports, overseeing business meeting schedules, assisting with travel planning, and assisting with social media and other marketing endeavors.

The ideal candidate must have a professional approach with strong attention to detail, organization, and time management skills.

Responsibilities:

Daily time entry of labour and equipment resources being utilized on projects
Manage requisition, PO, equipment, etc. logs as required
Coding invoices, entering invoices and various other administrative/accounting related tasks
Assist with on-boarding of all personnel for turnaround (HR/payroll forms and HSE orientations and safety tickets)
General filing and document control procedures throughout all phases of the project
Organize and set up training at site-level; coordinate with the Health & Safety Team on any upcoming training requirements
Create and maintain site access (i.e., vehicle passes, visitor passes, orientations)
Coordinate HSE support documentation as required
Book travel and accommodations for field employees / management and processing related expenses
Maintain and ensure accuracy of required reports
Timely documentation follow-up, scanning, copying & filing
Maintain accurate and up-to-date contact lists, databases, and records related to business development activities
Build and maintain positive relationships with clients, partners, and stakeholders through professional and courteous communication
Maintain and organize calendars for Business Development Manager. Schedule appointments, meetings, and conference calls, ensuring optimal time management and coordination
Assist in planning and organizing events, such as networking functions, conferences, and trade shows
Conduct market research and analysis to gather information on potential clients, competitors, and market trends
Perform other duties and responsibilities assigned and required to support the success of the company
Manage social media platforms and other marketing projects as needed

Qualifications:

2+ years relevant experience in an administrative role with exposure to supporting business development and/or sales for an industrial organization
Previous experience using a job tracking, field ticket and approval software including FieldCap is considered an asset
Previous experience using customer relationship management software including SalesForce is considered an asset
Great verbal and written communicator - excellent phone manner, comfortable talking on the phone for long periods of time and handling a professional relationship with internal and external clients
Multitasking and organizational skills are a necessity
Microsoft Office Tools - Proficient with MS Word and Excel with focus on formulas, pivot tables and macros
Adaptability to changing demands
Ability to work both independently and collaboratively in a fast-paced environment
Accounts payable experience and qualifications are an asset
Accounting experience and qualifications are an asset

Physical Demands: Position may require employee to frequently work at a computer station, stand, walk, twist, bend, reach and kneel.

Compensation: The company offers great benefits, ongoing training, growth opportunities, and a culture built on determination, teamwork, and integrity.

Job Type: Full-time

Pay: $60,000.00-$70,000.00 per year

Benefits: