Administrator, Okanagan Truck & Fabrication

The Administrator supports the daily operations of Okanagan Truck & Fabrication, including administration and billing, purchasing, production scheduling, shipping and receiving. This role works with the Manager to keep daily operations efficient and organized.

• Reports to: Manager, Okanagan Truck & Fabrication
• Work location: 937- Okanagan Truck & Fabrication
• Work schedule: Regular Monday-Friday business hours between 8:00 am - 4:30 pm

Documentation and Production Scheduling

• →Create work orders for all truck modifications and fabrication builds using corporate material management system.
• →Review and update the truck and fabrication production schedule.
• →Review and update key performance indicator (KPI) reports.
• →Assist the manager with preparing and reviewing quotes and requests for proposals.
• →Accurately follow the work completion process.

Inventory Control and Purchasing

• →Support inventory management, including physical cycle counts and inventory adjustments. 
• →Assist with sourcing products required for the production schedule.
• →Assist with issuing purchase orders and coordinating shipment delivery dates to ensure product availability.
• →Coordinate efforts with the stockroom in order to set and maintain appropriate inventory levels.
• →Complete inventory adjustments as needed.
• →Coordinate annual physical count.
• →Negotiate returns with vendors and coordinate related credits, refunds or replacements.
• →Support and arrange maintenance of the facility yard and building.

Facility Support

• →Assist with arranging maintenance for the facility, yard and building.

Billing Support

• →Provide accounts payable and accounts receivable support, escalating issues to the appropriate departments as needed.
• →Communicate with customers and vendors to resolve issues.
• →Investigate and resolve billing discrepancies.

Time Entry and Benefits

• →Ensure team member timecards are submitted in the system, accurate and assigned to the correct pay period.
• →Ensure new hire, termination and leave of absence documentation is completed and forwarded to Payroll.
• →Respond to team member questions about payroll or benefits, or refer them to Payroll as needed.

Customer Service

• →Respond to calls and questions with timely, appropriate information, assistance and advice.
• →Provide assistance, support and resources to others as needed.
• →Maintain a friendly, respectful and professional approach.

• Two to four years of administrative experience, or an equivalent combination of education and experience.
• Proficiency in Microsoft Office, particularly Excel.
• Strong attention to detail.
• Ability to work independently.

• Grade 12 or a General Educational Development (GED) equivalent.

Negotiable Requirements

• A diploma or certificate in office administration.
• Working knowledge of the TSS system.
• Familiarity with store administration procedures.
• A solid understanding of manufacturing processes and fabrication practices.