Office & Saftey Administrator

The Office Administrator supports project pre-production and financial administration across Turn-Key Controls Ltd. This role is the primary point of contact for SAP project setup and maintenance, sales order and project entry, corporate credit card and Expensify administration, and vehicle fleet coordination. The Administrator also plays a lead role on the Health & Safety Committee, ensuring the company remains current and compliant across all safety, training, and regulatory requirements. Additional responsibilities include general office administration, document control, and ad-hoc support across Turn-Key Controls (TKC), and affiliated companies SCG and FCG. PRE-PRODUCTION & PROJECT SETUP Create new projects in SAP (Quoted and Time & Materials) as required, primarily for Vernon and Langley; scale of setup work varies with project size and complexity. Enter and maintain sales orders and project records in SAP, ensuring project structures are set up correctly before work begins. Coordinate with project leads to move hours between projects when required, updating both SAP and ClickTime (CT) accordingly. Attend Time & Materials (TM) job meetings and prepare projects for invoicing alongside Operations. Maintain and troubleshoot timesheet imports into SAP, correcting entry errors prior to invoicing. PROCUREMENT & PURCHASING Support procurement activities as needed, including ordering office and kitchen supplies for Vernon and Langley. Provide backup support with GRPOs when the shipper/receiver is away. Complete the RMA process in SAP between Langley and Vernon. Track parts/project expenses on the corporate credit card and confirm they have been added to the correct project. Investigate and resolve missing pick tickets and unconfirmed parts receipts identified by Finance, creating POs where needed and referring GRPOs to the shipper/receiver. Address stock discrepancies and notices related to Warehouses 10 and 20 as needed. SAP ADMINISTRATION Own day-to-day SAP entry and data integrity across projects and timesheets. Manually enter kilometres (KMs) and parts/expenses for Time & Materials jobs where required. Review and correct timesheet upload errors between ClickTime and SAP on working days, with overtime exceptions provided upon request; month-end and fiscal year-end deadlines must be met in accordance with FCG rules. Provide backup receiving support in SAP in the absence of the regular receiver. Develop and maintain how-to guides for SAP processes, including project creation and invoicing preparation, to support ongoing team training. Prepare completed projects for invoicing, including report completions, SAP project deliveries, and other billing documentation. CORPORATE CREDIT CARD & EXPENSIFY ADMINISTRATION Serve as company administrator for the corporate credit card program and Expensify platform. Monitor credit card purchases and ensure related parts and expenses are added to the correct project in SAP. HEALTH & SAFETY COMMITTEE & COMPLIANCE Serve as a lead member of the Health & Safety Committee, supporting compliance with all safety obligations across Vernon and Langley. Oversee the Health & Safety program, updating the Health & Safety Manual, policies, and procedures as needed. Monitor staff safety training to ensure certifications and requirements remain current; assign client-required online safety training prior to site work. Arrange and attend weekly and monthly Health & Safety Committee meetings, including sessions with Zalemo, and report required tracking information. Arrange and attend management safety reviews every six months. Plan and deliver Toolbox Talks (jointly or by location), developing supporting documentation and scripts to ensure consistent delivery, and upload materials to SiteDocs. Monitor completion of safety inspections and follow up on outstanding items. Maintain ISN/AVETTA compliance, including updating required Health & Safety documentation, resolving outstanding issues, and requesting exemptions…

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