Administrator

NS Modular delivers a comprehensive suite of services, providing expertise and integrated solutions from project concept, procurement through fabrication, assembly, and construction. NS Modular’s purpose-built facility supports every phase of industrial project execution, with a foundation built on safety and a commitment driven by quality.

NS Modular is growing, and we're on the lookout for a passionate, detail-driven Administrator, whose primary responsibilities are overseeing general office and project administration, managing financial tasks, and maintaining accurate documentation systems. This position requires independence, initiative and confidentiality and plays a key role in the execution of daily tasks necessary for the efficient operation of the organization. NS Modular is a proud Alberta-based company within the Northern Strands Group of Companies, known for our innovation, integrity, and deep ties to the communities we serve.

Northern Strands Group of Companies consists of Northern Strands, Fortis Mining Engineering Manufacturing, Certified Sales & Rentals, and NS Modular comprising 15 divisions ranging from rigging/lifting products, fall protection, suspended access, agri-business field services, electrical services, and safety training to mining site services, fabrication, rentals, repairs, testing and recertification, assembly, and storage and preservation. This diversity provides an exciting environment with the opportunity to work with our employees and managers in every division. We are proudly Canadian, and globally capable.

Work Location: This position requires employees to work from the office/shop 100% of the time during scheduled work hours. Remote or hybrid work arrangements are not available.

Why You’ll Love Working Here

• Collaboration – complementary Group of Companies servicing the mining and construction industries
• Innovation– if it doesn’t exist, we will engineer and manufacture it
• Excellence – be a part of an industry leader in quality, safety, & integrity
• Culture – a diverse team that values collaboration, innovation, and community

What You’ll Be Doing

• Project Administration
  • Open and maintain jobs in the Global Shop Application; verify accuracy before approval and submission
  • Ensure accurate and timely job closures with proper documentation.
  • Process labor entries, LEM trackers, payroll timecards, and updates in customer-specific portals
  • Log and submit LEMs to clients, and update Global Shop once approved my client
  • Provide timecards to employees on site and ensure they are completed in a timely manner
  • Update the WIP report
  • Manage asset logs
• Documentation and Record Management
  • Create and manage administrative documents (e.g., meeting minutes, sign-in sheets, time-off requests, job files)
  • E-file records, maintain filing systems, and scan documents for easy access
  • Document and refine operational procedures
• Accounting & Invoicing
  • Create and enter expense reports for employees/crew
  • Perform accounting tasks in Global Shop including order confirmations, purchase orders, billing, and other accounting functions
  • Create and submit invoices to clients while addressing discrepancies
  • Receive purchase orders related to jobs as items are purchased; submit receipts and billings to Accounts Payable
• General Administration
  • Manage building access cards and keys under management direction
  • Maintain asset logs and prepare shipping documents with proper paperwork
  • Participate in production meetings, prepare minutes, and distribute updates
  • Perform office tasks, including supply orders, inventory cycle count, and general upkeep
  • Identify common items and advise appropriate manager of incomplete or outstanding tasks
• Other Duties
  • Assist with new hire paperwork and onboarding of new employees under the direction and guidance of the Human Resources Manager
  • Provide support to coworkers by retrieving job or project related information and updating reports
  • Handle additional tasks to support company operations as required

What You Bring to the Table

• Business/Office/Administrative Assistant certificate from a recognized business school would be considered an asset; willing to consider equivalent work experience
• Minimum two (2) years work experience in an administrative role, preferably within the construction or similar industry
• Experience with basic accounting
• Proficiency in Microsoft Office 365 applications (e.g., Word, Excel, Outlook) is required
• Knowledge of both Global shop & SAP Applications would be beneficial
• Strong organizational skills with attention to detail
• Strong analytical skills
• Strong time-management skills
• Strong interpersonal skills
• Strong ability to communicate effectively in English, both verbally and in writing
• Ability to handle competing priorities simultaneously; work well under pressure with time-sensitive deadlines
• Ability to maintain confidentiality
• Strong problem identification and resolution skills
• Ability to work independently with minimal supervision and in a team environment
• Possess a positive and professional attitude, set a high standard, and convey professionalism at all times
• Any valid safety-related training certificates would be considered an asset (i.e., WHMIS, forklift, fall protection, etc.)
• Any equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilities

What We Offer

• Support in your career development aspirations
  • Access to courses, certifications, and training programs
  • Mentorship opportunities with experienced professionals and journeypersons
  • Discover pathways for advancement within Northern Strands Group of Companies
• Health and Wellness
  • Employee group benefits including health, dental, vision, short- and long-term disability, and life insurance
  • Employee perks including wellness and fitness membership discounts
  • 24/7 access to free short-term counselling services through our Employee & Family Assistance Program
• An inclusive culture that values innovation, safety, and continuous learning
  • Team building events and community fundraisers
  • Commitment to diversity, equity, and inclusion

Northern Strands Group of Companies is an equal opportunity employer.

We thank all applicants, however only those selected to continue the recruitment process will be contacted.