Job Summary:

AlumaSafway is currently seeking a Travel Logistics & Document Control Support Clerk to support our entire Northern Ontario region - this includes office hubs in Sudbury, Sault Ste Marie and Thunder Bay, and client sites across the entire northern span of the province. This is an on-site role in Thunder Bay, Ontario and requires compliance with the customer's attendance and swipe-in/swipe-out procedures.

Key Responsibilities:

Travel Logistics

- Action requests from leadership to book accommodations for travelling field personnel. Bookings may be made through the company travel portal, booked directly with regional hotels/motels, or booked through third party sites such as AirBNB. Ensure bookings are made with consideration to appropriate cost, quality, and distance to the job site.
- Action requests from leadership to book flights for travelling field personnel. Ensure bookings are made with consideration to appropriate cost, routings and flight schedules/durations. Ensure individual rewards program information is applied where applicable.
- Action requests from leadership to rent vehicles as required with consideration to ensuring appropriate vehicles for the work scope and location, and to cost.
- Maintain accurate reservation and billing records for the above and complete timely, appropriately coded credit card reconciliations to match travel costs to the correct job cost codes.
- Work with Supply Chain to identify frequently used lodging; seek to incorporate locations into the corporate travel portal and explore opportunities for rate/volume discounts.

Document Control

- Specific to the Thunder Bay site, support the tracking and matching of both physical and electronic quote requests, quote details, work orders and purchase orders.
- Where assigned on a project basis, support the collection and organization of key project documents (physical and electronic)



including technical specs and drawings, quotes, purchase orders, packing slips, third party time sheets, form Request For Information (RFI) letters, RFI responses, and similar.
- Support billing processes by tabulating and summarizing key financial information from relevant project documentation.

Shared Accountabilities with Other Roles

- Support general office administration requirements and small-scale procurement - ensure the availability of forms, templates, tags, office supplies, basic safety supplies, water, coffee and similar.
- Coordinate third-party vendor support as required to ensure appropriate facilities for the team (janitorial, internet setup, trailer setup, plumbing services, HVAC services as necessary).
- Courier coordination for package shipping and delivery; occasional local pick-ups and deliveries using site-provided trucks.
- As required, support client and quality program audits by providing documentation and process information to auditors.
- Support onboarding and offboarding logistics for trade personnel. (Establishing/collecting corporate laptops, cell phones, site access cards, etc.)
- Additional duties as assigned.

Qualifications and Skills:

- High school diploma or equivalent; additional business or office administration training is an asset.
- Valid driver's licence with a clean driver's abstract; comfortable driving company truck (F150 or similar) on occasion within the Thunder Bay region.
- One to three years of timekeeping,



payroll support or administrative experience preferred; industrial, construction or unionized-site experience is an asset.
- Strong Microsoft Suite experience, particularly Excel and data entry skills. Ability to learn company and customer timekeeping, payroll, billing and travel portal systems.
- High attention to detail, sound judgment, confidentiality, explicit communication and ability to meet strict internal and customer deadlines.
- Comfortable coordinating with hourly employees, supervisors, other administrative staff, client and supplier contacts to progress work and resolve discrepancies.

Work Location and Conditions:

The position is physically based on-site in the Thunder Bay region. The incumbent must follow site access, swipe-in/swipe-out and safety requirements. Work is primarily administrative, with occasional movement around the site or field office; site-required protective equipment must be worn when applicable.

AlumaSafway is on a journey to building a diverse, equitable and inclusive workplace. We know that the best access and industrial service solutions are powered by diverse ideas and more perspectives mean more possibilities and improved solutions. We want every team member to feel included, valued and safe to share their ideas and opinions. Our continued success relies on making employment decisions based on qualifications and abilities and encourage applications from everyone, including visible minorities, Indigenous peoples, women and persons with disabilities.

Pay: $23.00-$25.00 per hour

Benefits:

- Casual dress
- Dental care
- Disability insurance
- Life insurance
- On-site parking
- Paid time off
- RRSP match

Experience:

- Timekeeping, Payroll Support or Administrative: 1 year (preferred)

Licence/Certification:

- Driving Licence (required)

Location:

- Thunder Bay, ON (required)

Work Location: In person

📌 Travel Logistics & Document Control Support Clerk (Thunder Bay)
🏢 ALUMASAFWAY
📍 Thunder Bay