Administrative Operations Lead

About Us

At Canoco Energy Services, we're committed to delivering successful projects, from turnarounds and asset management to complex construction work in the energy sector. With safety, quality, and our 'we care' culture at the core of everything we do, we provide customized solutions that drive real results for our clients. Join a team where your expertise is valued, collaboration is second nature, and integrity and excellence are our everyday standards.

Position Overview

We are seeking a highly organized and proactive Administrative Operations Lead to provide senior-level administrative and operational support across the organization. This role works closely with the HR Director, Safety Director, Project Controls, and Executive Team, acting as a central coordination point to ensure smooth day-to-day operations, effective communication, and consistent administrative processes.

The ideal candidate is detail-oriented, discreet, confident working with senior leadership, and capable of managing competing priorities in a fast-paced, project-driven environment.

Key Responsibilities

Executive & Leadership Support

• Provide high-level administrative support to the Executive Team, including calendar management, meeting coordination, document preparation, and follow-ups
• Prepare agendas, take meeting minutes, track action items, and ensure timely completion
• Assist with executive reporting, presentations, and internal communications
• Maintain confidentiality when handling sensitive company, employee, and financial information

HR & People Operations Support

• Support the HR Director with onboarding, offboarding, and employee lifecycle administration
• Coordinate training, certifications, and compliance documentation
• Assist with HR reporting, policy updates, and internal audits
• Act as a point of contact for administrative HR inquiries and documentation requests

Safety & Compliance Support

• Provide administrative support to the Safety Director, including documentation tracking, reporting, and scheduling
• Maintain safety records, incident logs, training records, and compliance documentation
• Assist with safety meeting coordination and audit preparation

Project Controls & Operations

• Support Project Controls with document control, reporting, and data tracking
• Assist with process improvement initiatives and administrative standardization
• Maintain organized filing systems (digital and physical) for projects and operations
• Coordinate cross-departmental communication and workflow alignment

General Operations & Office Management

• Lead administrative workflows and ensure consistency across departments
• Identify inefficiencies and recommend improvements to administrative processes
• Support internal initiatives, special projects, and leadership-driven priorities
• Oversee office administration, supplies, vendors, and general operational support as required

Qualifications & Experience

• 5+ years of progressive administrative or operations support experience, preferably in construction, industrial, or project-based environments
• Proven experience supporting senior leadership or executive teams
• Strong understanding of HR, safety, or project controls functions (direct experience an asset)
• Exceptional organizational, time-management, and prioritization skills
• High level of professionalism, discretion, and attention to detail
• Strong written and verbal communication skills
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, Teams); experience with document management systems an asset

Key Competencies

• Confidentiality and sound judgment
• Process-driven and solutions-oriented mindset
• Ability to work independently and manage competing priorities
• Strong follow-through and accountability

Why Join Us

• Work closely with senior leadership and influence organizational effectiveness
• Be a key contributor to operational excellence and continuous improvement
• Collaborative, team-oriented work environment
• Competitive compensation and benefits package

How to Apply:

Please submit your resume and a brief statement of interest.

Canoco is an equal opportunity employer. We are committed to creating an inclusive environment for all employees and applicants, regardless of race, color, religion, gender, sexual orientation, nationality, disability, or any other characteristics protected by law.

Location

Fort Saskatchewan, Alberta

Department

Administration

Employment Type

Full-Time Employee

Minimum Experience

Mid-level