Career Details

Summary

Duties and Responsibilities include:

  • Sets up and maintains manual and computerized information filing systems.
  • Data entry and Digital Records Management using several in-house Software Solutions.
  • Performs general administrative tasks related to operational requirements of the Department.
  • Enters notification history from work orders, shop papers, ensuring a high level of data integrity is maintained.
  • Provides general clerical functions that include, but are not limited to, filing, data entry, and procurement of spares and supplies.
  • Creates warehouse reservations and directs purchase requisitions in SAP for spares and parts supply. (Including rush parts)
  • Return Merchandise Authority (RMA’s) & Warranty PREQs & follow thru
  • Source quotes/Enter PREQs
  • Identifying process gaps - documented ways to improve processes – process flows.
  • AIC Metanoia Interactive Parts Catalogue of the SAP project
  • Gather manuals (parts & service) for all sites
  • Following up on any missing manuals (parts, operator & service All other duties as may be assigned.
  • Maintain running list (manually) of direct orders placed & follow up on outstanding orders with the vendors if order is now past the promised delivery timeframe. Liaise with vendor to expedite orders to site when required
  • Create daily scheduled sheets for U/G Mobile Supervisors so they have a “day” view of their schedule of work orders to focus on
  • Following up on critical spares parts list that are outstanding & creating inventory requests sheets, follow thru with paperwork until keyed in
  • Following up on any other outstanding items with vendors (missing packing slips/discrepancies with QTYs etc)
  • Create inventory/manifest request sheets – when parts are required for inventory. Circulate sheet for signatures & follow thru with
  • Follow up & troubleshoot any invoice discrepancies – get the PREQ adjusted etc. (variations)
  • Create work orders when required (eg. If missing on direct order requests)
  • Produce trending details on orders (eg. Consumption rates)
  • Commence the AS IS process for the SAP PM Maintenance project – handed all documentation gathered over to Sarah via emails and/or Share point portal
  • Supporting team with adhoc requests
  • All other duties as may be assigned.

Qualifications

  • Minimum High School education/equivalency.
  • Post-Secondary education will be considered an asset.
  • 1-3 Years Admin experience required
  • Excellent verbal and written communication skills.
  • Must be able to work independently and within a team structure.
  • Excellent organizational, interpersonal and time management skills.
  • High quality data entry skills with emphasis on accuracy.
  • Competent with computers and proficient in all Microsoft Office programs.