Administrative Coordinator

Job Description: Administrative Coordinator

Position Overview

The Administrative Coordinator is crucial in delivering an exceptional experience for employees and visitors at Pitbull Energy Services. This multifaceted role supports Human Resources, Dispatch, and corporate functions, acting as the gateway for new hires and facilitating communication with relevant departments. The successful candidate will exemplify Pitbull’s Core Values, ensuring a professional, organized, and welcoming experience.

Key Responsibilities

Front Desk – Hire/Visitor Experience

• First Point of Contact: Serve as the welcoming face of Pitbull Energy Services for all new hires and visitors, ensuring a positive and professional first impression.
• Visitor Management: Oversee the front entrance, greet new hires, and announce their arrival internally to the relevant departments.
• Resource Provision: Ensure new hires receive essential contacts and resources tofacilitatea smooth transition into their roles.

Dispatch – Administration

• Coordination and Booking: Support theorganizationof site-specific orientations and manage bookings for camp and travel for field staff.
• Compliance Verification:Validatecompliance requirements, ensuring all criteria are met before dispatching employees to the field.
• Equipment and Training Support: Assist with the distribution of Personal Protective Equipment (PPE) and coordinate readiness for SATO training and field deployment.

Administrative Support

• Employee Assistance: Provide Tier 1 support for employee inquiries related to onboarding, benefits, ERP systems, safety, compliance, and general employee relations.
• Correspondence Management: Handle all incoming and outgoing communications, including emails, phone calls, and mail, ensuringtimelyand efficient processing.
• Material Distribution: Manage the ordering and distribution of company SWAG and business cards,maintainingbranding consistency.
• Report Generation: Prepare and distribute monthly compliance reports, ensuring accuracy and timeliness.
• Event Planning: Organize company-wide events, from intimate team gatherings to large annual parties, coordinatinglogisticssuch as catering, venue bookings, and accommodation.
• Meeting Coordination: Schedule and coordinatelogisticsfor meetings, including agenda preparation and resource allocation.
• Supporting Senior Leadership Teamas needed

Office Maintenance/Financial Oversight

• Supply Management: Order andmaintainoffice supplies, ensuring they are readily available and cost-effective.
• Facilities Oversight: Ensure the office environment is clean and all equipment is functional, arranging regular maintenance with vendors.
• Budget Management: Oversee the office budget,monitorexpenses, and report any discrepancies, ensuring financial accountability.

Key Success Measures

• Compliance and Readiness: Field employees dispatched fully compliant and ready to work.
• Positive Onboarding Experience: New hires experience a smooth and welcoming transition.
• Documentation Excellence:Maintainhigh standardsof accuracy and organization in all documentation.
• Efficiency and Responsiveness: Demonstrate strong responsiveness during peak hiring periods and provide weekend support when necessary.

Qualifications

Experience

• Office Experience: At least 3 years in a busy office setting, with a preference for roles in administration or operations support.
• Field Support Experience: Experience supporting a field or industrial workforce is considered an asset.
• Software Proficiency: Familiarity with IFS(ERP) or UKG software isadvantageous.

Skills & Competencies

• Organizational Skills: Strong ability to manage time and prioritise tasks effectively.
• Attention to Detail:High levelof accuracy in documentation and task execution.
• Communication Skills: Professional communication skills and a customer service mindset.
• Multitasking Ability: Capability to manage multiple priorities in a dynamic and fast-paced environment.
• Interpersonal Skills: Strong interpersonal skills with a welcoming and approachable demeanour.
• Confidentiality and Professionalism: Ability to maintain confidentiality and uphold professionalism at all times.

About Pitbull Energy Services

Pitbull Energy Services Inc. is a diversified field services company providing comprehensive solutions across Western Canada. Founded in 2004, Pitbull has built a strong reputation in pressure and vacuum services, fluid management, industrial cleaning, and railcar cleaning — guided by an unwavering commitment to safety and efficiency.

With more than 400 skilled operators, tradespeople, technicians, and professionals, our people are the backbone of our success. Through SATO, our in-house training and development division, we invest in building skilled, job-ready employees and long-term careers.

Pitbull is proud to be recognized as a 2025 Best Managed Company and is PAIR Certified through the Canadian Council for Indigenous Business (CCIB) — reflecting our commitment to strong leadership, inclusive growth, and respectful partnerships.

Pitbull Energy Services Inc. is an equal opportunity employer. We thank all applicants for their interest; however, only those selected for an interview will be contacted.