Overview

Northwest Enclosures Ltd. is looking for an organized and dependable Operations Administrator to support the day-to-day administrative and operational needs of the company.

This position will work closely with Management, Accounting, Purchasing, and Production to assist with employee administration, invoicing, expense reimbursements, job cost tracking, purchasing follow-ups, and general office duties.

The successful candidate will have strong organizational and communication skills, good attention to detail, and the ability to manage multiple tasks and priorities. This role requires someone who can work independently, take initiative, and ensure tasks are completed accurately and on time.

Responsibilities

Office Administration

- Assist with office supply ordering and general office coordination.
- Prepare weekly and monthly administrative reports for Management.
- Maintain accurate and current employee tracking spreadsheets, administrative dashboards, and management records.
- Coordinate or assist with planning and organizing company events, including holiday parties, staff lunches, employee outings, and other company functions.

Employee Administration

- Coordinate employee onboarding, including preparation and maintenance of employee files, employment agreements, and required documentation.
- Track employee probationary periods, performance review dates, and other employment milestones.
- Maintain records relating to employee vacation, sick leave, attendance, and approved absences.
- Maintain employee training records, certifications, and expiry dates.
- Track employee safety boot and clothing allowances, maintain accurate records of available balances, and prepare and submit eligible expenses for reimbursement.
- Prepare, review, and submit employee out-of-pocket expense reports for reimbursement, ensuring appropriate receipts and supporting documentation are provided.

Job Costing & Financial Reporting

- Prepare, maintain, and update project job cost summaries,



tracking actual costs against approved budgets and estimates, and provide financial reports for Management review.
- Track project expenses, including labour, materials, subcontractors, freight, and other associated costs.
- Identify and report missing costs, discrepancies, or unusual project expenses.
- Assist with preparing, processing, and tracking customer invoices, ensuring billing accuracy and timely submission in coordination with Project Management and Accounting.

Purchasing & Project Coordination

- Follow up with suppliers and expedite outstanding purchased materials and equipment to support project schedules and production requirements.
- Track purchase order status, supplier confirmations, and anticipated delivery dates, escalating potential delays to the appropriate departments.
- Coordinate with Purchasing, Production, and Accounting to obtain accurate project updates, cost information, and supporting documentation.

Skills

Required Skills & Qualifications

- Proficient in Microsoft Excel, Outlook, and Sage accounting software (required).
- Strong Excel skills, including creating and maintaining spreadsheets, tracking costs, and preparing reports.
- Experience with invoicing, expense tracking, and basic accounting procedures.
- Robust organizational and time management skills, with the ability to manage multiple tasks and priorities.
- Good written and verbal communication skills.
- Strong attention to detail and accuracy when handling financial information and employee records.
- Ability to work independently, take initiative, and follow through on assigned tasks.
- Experience maintaining employee records and handling confidential information.
- Ability to communicate and coordinate effectively with Management, employees, suppliers, and other departments.
- Previous administrative experience, preferably in a manufacturing, construction, or industrial environment.
- Ability to work in a fast-paced environment and meet deadlines.

Pay: $65,000.00-$75,000.00 per year

Benefits:

- Casual dress
- Company events
- Dental care
- On-site parking
- RRSP match

Work Location: In person

📌 Operations Administrator (Abbotsford)
🏢 Northwest Enclosures
📍 Abbotsford