Operations Administrator

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Cavanagh Concrete Limited was established in 2015 as a wholly owned subsidiary of Thomas Cavanagh Construction through a partnership with McNamee Concrete. This collaboration combined decades of expertise and shared family values to create a trusted leader in the concrete industry. Thomas Cavanagh Construction, a respected contractor in the Ottawa region, and McNamee Concrete, founded in 1977, both built their reputations on quality workmanship and exceptional customer service. Today, Cavanagh Concrete Ltd. continues that tradition, offering a safe, supportive work environment.

We are seeking a replacement Operations Administrator. This individual is responsible for providing administrative and operational support to the Service, Flatwork and Forming teams. This role is responsible for coordinating schedules, communicating critical information to internal staff and subcontractors, responding to customer inquiries, and ensuring accurate and timely entry of operational, scheduling, and billing data.

Roles and Responsibilities

• Answer and manage the main phone line and shared email inbox, ensuring all inquiries are addressed promptly and directed to the appropriate team members.
• Provide administrative and coordination support to Dispatch, Territory Managers, and project teams to ensure efficient daily operations.
• Prepare, complete, and maintain daily worksheets for Service and Flatwork projects, ensuring accuracy and completeness.
• Accurately enter flatwork and wall quality control (QC) data into B2W and ensure all records are kept up to date.
• Review and monitor daily tools and systems, including SiteDocs, B2W, Vista, and other operational platforms, to ensure data accuracy and completeness.
• Create, update, and revise purchase orders (POs) for flatwork projects, materials, and services as required.
• Maintain and update schedules in B2W based on information from site supervisors, ensuring alignment for service crews, flatwork teams, and subcontractors.
• Distribute subcontractor schedules via email and communicate any changes in a timely and accurate manner
• Research and provide job-related information upon request, including pour dates, trades involved, and project history, to support internal teams and decision-making.
• Respond to customer inquiries, service requests, and work orders in a professional, timely, and customer-focused manner; schedule service appointments and maintain an organized booking calendar.
• Ensure all billable work is properly documented, submitted, and entered into required systems in a timely and accurate manner to support invoicing and financial tracking.
• Maintain accurate and organized project records, and provide coverage for teammates when required to ensure continuity of operations.
• Access builder portals for required information, such as civic address plans or lot specific information.
• Provide backup support to the Dispatch function as needed to assist with scheduling and coordination.
• Track and monitor service-related purchase orders to ensure accuracy and timely processing.
• Support the Forming team by becoming proficient in Operations Administrator (Forming) responsibilities, including Pourbook and subcontractor purchase order processes, to ensure seamless coverage across functions when required.
• Perform other related administrative and operational duties as assigned.

Experience and Qualifications

• Previous experience in an administrative, coordination, or support role is required; experience within a construction or service environment is considered an asset.
• Demonstrated strong attention to detail, with the ability to accurately enter and manage large volumes of data.
• Excellent interpersonal and communication skills, with the ability to work collaboratively with team members, supervisors, and subcontractors.
• Proficiency in Microsoft Office applications, including Outlook, Excel, and Word, with the ability and willingness to learn new systems and software.
• Strong organizational and time-management skills, with the ability to prioritize tasks and manage multiple responsibilities effectively in a fast-paced environment.

The above statements describe the general nature and level of work performed by individuals assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties, or skills required.

Pay: $50,000.00-$65,000.00 per year

Benefits:

• Company pension
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Profit sharing
• Vision care
• Wellness program

Work Location: In person