Office Administrator

Arctic Arrow is a Canadian owned and operated company specializing in powerline transmission, distribution, and underground cable work. We offer exemplary construction and maintenance services in the power utility sector across Canada and operate out of offices located in Abbotsford, Surrey, Cranbrook, Sparwood, and Fort St. John, British Columbia as well as Calgary and Edmonton, Alberta.

The Office Administrator will be responsible for providing administrative support to the Operations, Fleet and Safety Department.

Reception Duties:

• Provide reception coverage, including greeting visitors and managing phone inquiries.
• Process incoming and outgoing mail and courier shipments.
• Manage office and refreshment supply inventory and ordering.
• May help to organize internal office events and functions.
• Upload required documents to M-Files (training will be provided).
• Offers administrative support as required by company needs.

Fleet Administration:

• Maintain accurate records of all company fleet vehicles, including registration, insurance, and licensing documentation for Alberta and British Columbia.
• Create and track fleet purchase orders.
• Schedule and track routine vehicle maintenance, inspections, and repairs to ensure compliance with safety regulations.
• Monitor fuel usage and fuel card transactions across the fleet.
• Coordinate vehicle assignments and availability for field crews and projects.
• Track and renew vehicle permits, certifications, and safety inspections (e.g., commercial vehicle inspections, DOT compliance).
• Upload required documents to M-Files (training will be provided).
• Offers administrative support as required by Fleet Department.

Secondary Support:

Safety Administration Support

• Maintain and update safety records, certifications, and training documentation for all employees.
• Track expiry dates for safety tickets and certifications (e.g., First Aid, WHMIS, Fall Protection, Confined Space, Ground Disturbance) and schedule renewals.
• Coordinate and schedule safety training sessions and toolbox talks for field crews.
• Assist with ordering and tracking of PPE.
• Upload required documents to M-Files (training will be provided).
• Support onboarding of new field staff with paperwork/documentation.
• Ad hoc Safety Admin support as directed by the HSE Manager.

Project Administration Support

• Coordinate travel arrangements for management and field crew.
• Create project numbers for new projects.
• Assist with tracking material orders, deliveries, and inventory for active projects.
• Print project binders.
• Manage document control — version tracking, distribution lists, filing conventions.
• Upload required documents to M-Files (training will be provided).
• Coordinate with vendors/suppliers on order status and documentation.

Requirements

• High School Diploma plus some related business or other post-secondary courses or education from a recognized institution.
• 3 years in an administrative, receptionist or customer service role.
• Excellent written and verbal communication skills in English.
• Attention to detail.
• Ability to shift priorities and reach varying deadlines. Strong "can-do" approach to work.
• Proficient skills in Word, Excel, and the ability to learn new software as required.
• Ability to deal effectively with all levels of staff within different functional areas of the company.
• Professional demeanor and appearance.

Hours per week: 40 hours, between 7:30am and 4:30 pm