Administrative Support

Administrative Coordinator – Calgary, AB
Location: Calgary, AB
Duration: June 16 – July 27, 2026 (with potential for extension)
Hours: 7:30 AM – 4:00 PM (8 paid hours, 30-minute unpaid lunch)
Reporting To: Service/Sales Representative
Target Start Date: ASAP (ideally Monday, June 15th)
Position Overview

The Administrative Coordinator will provide comprehensive administrative, financial, and operational support to a branch. This role is responsible for supporting invoicing, payroll coordination, purchasing activities, data entry, and general office administration to ensure smooth day-to-day operations across both field and office teams.

The position plays a key role in maintaining accuracy across financial and operational records, assisting with timecard and payroll processing, coordinating accounts payable and receivable support, and ensuring timely communication between internal teams and external stakeholders. Strong attention to detail, organizational skills, and the ability to manage multiple priorities in a fast-paced environment are essential.

Key Responsibilities

• Payroll prep/confirmation for head office. Ensuring field staff have submitted all necessary ADP requests and noted any timecard changes. Communicate any special exceptions for afterhours work.
• Accounts payable – Answering any questions AP has, preparing vendor invoices for approval, checking invoices against PO to ensure accuracy, communicating any vendor discrepancies, ensuring all invoices are received to jobs in a timely manner, creating new POs for field & office staff, receipt filing/reporting
• Accounts receivable – Assisting in account collections, all internal PJC & OE invoicing, preparing batches for approval & posting, Contract review to ensure we meet all necessary requirements for invoicing, running CC for retail customers
• Build commercial PJC jobs after PM/Sales approval, ensuring costs are properly received, notifying management of any discrepancies, meeting with sales to ensure all proper documentation has been collected, confirming quotes match figuring sheets & ensuring process is followed to avoid unnecessary delays
• Residential PJC's – Schedule/Coordinate/Dispatch all residential projects; Building new PJC in Sage once PM approves, entering all sub-contractor time after PM approval, invoice prep & final invoicing, entering materials used, ensuring job matches estimated costs & rev, notify project manager of any discrepancies, revising jobs in PJC as needed, Dispatching sub-contractors
• All data entry for OE: Technician hours, inventory parts, job related PO's, description of work completed, ensuring customer PO is on all orders/site contact noted/site address correct, ensure customer accounts are in good standing
• Inputting new orders that come from service calls
• Attend all monthly meetings that are required for the position, these could be daily, monthly etc.
• Responsible for ordering office supplies for the branch location and picking up the orders when necessary
• Reception duties such as answering incoming calls and dispatching them
• Other duties as assigned from time to time.

This posting reflects an active vacancy.
We use applicant tracking software and technology-assisted tools to support the screening and management of applications; all hiring decisions are made by our recruitment team.We thank all applicants for their interest; however, due to application volume, only those selected for further consideration will be contacted.
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