Job Description

Job Title: Operations Administrator


Department: Operations


Reports To: Operations Manager


Location: McCrum's Logistics Centre



This operational role is responsible for end-to-end contract administration, order management, financial control, and client billing for all corporate and external contracts. This position serves as the central coordination point between Sales, Operations, Project Management, Field Teams, and Asset Management to ensure accuracy, compliance, profitability, and exceptional client experience across all engagements.



Key Responsibilities

Billing, Reconciliation & Financial Controls

Holds full accountability for client contract billing, reconciliation, and monthly invoicing.

Coordinates with the Asset Management team to ensure accurate and timely monthly storage billing.

Processes departmental expenditures, including:

Vendor invoices Operations VISA reconciliation Purchase order creation for project-specific purchases Contractor invoicing
Month-End Close & Reporting

Leads month-end close activities, including:

Tracking unpaid invoices Managing deferments Producing non-billable reports Bin tracking and reconciliation

Ensures financial accuracy, transparency, and compliance with internal controls and reporting standards.
Administrative & Program Oversight

Manages the uniform program, including ordering, tracking, and compliance



Contract & Order Management

Owns Order Management for all external and corporate contracts, including proposal creation, parts ordering, invoicing, and full project close-out.

Acts as the primary point of contact for Corporate Contracts, ensuring continuity, accountability, and professional client representation.

Engages Project Management resources for internal and external projects as required, in alignment with Operations direction and project scope.


Quoting & Commercial Support

Leads all internal and external quoting activities for sales teams, intermarket, and direct clients, ensuring pricing accuracy, margin integrity, and timely turnaround.

Provides commercial support to Sales and Operations to enable informed decision-making and profitable execution.


Work Order Governance & Quality Control

Reviews and audits all incoming work orders to validate pricing, scope, delivery details, and contact information; proactively resolves discrepancies.

Audits all completed work orders and field documentation for completeness and accuracy, including deficiency reporting and photo documentation.

Engages field personnel for clarification and follow-up where required to ensure data integrity and client readiness.



Core Competencies

Contract Administration & Commercial Acumen

Financial Accuracy & Cost Control

Process Discipline & Attention to Detail

Cross-Functional Leadership & Communication

Client-Focused Service Delivery

Problem Solving & Risk Mitigation

High Accountability & Ownership Mindset



Minimum Qualifications:

A minimum of 5 years of administrative experience and financial literacy.

Intermediate to advanced computer skills are required as this role is highly technical in nature and performs work using specialized computer software. The ability to Ability to complete a Criminal Record Check and Pre-employment check

Proficiency, speed, and accuracy using Microsoft Office Suite is required (excel is required)

Experience in ERP systems or order fulfillment software is considered a strong asset

Must have the ability to maintain professionalism and balance multiple competing priorities while working in a collaborative team environment

Keen attention to detail is required as this role involves reviewing for accuracy and performing regular self-checks on your work

Problem solving, well-polished communication and interpersonal skills are required



Incentives:

Extended Health

Dental

Vision

Employee Family Assistance Program

LTD

Out of province/country coverage