Dispatch Software Logistics Operator

Current Openings: Winter Management Operations Office Assistant

Snow Queen Winter Management, one of Vancouver’s largest winter service providers, is seeking an Operations Administrative Assistant with experience to join our team.

This unique contractor position provides great opportunities for career driven individuals looking for exciting advancement possibilities. This is a hybrid position. Certain duties can be done remotely, while others must be performed at our Port Coquitlam office. Hours are expected to be approx 10 hours weekly during the off season and up to 20 – 40 hrs or more weekly during our active season which is Nov – Apr. Hours will fluctuate based on weather systems, seasonal tasks & projects.

A candidate for this position would ideally have a valid driver’s license and a winter ready vehicle.

Rate: Starting at $24.00 /hr – based on experience

The Operations Administrative Assistant performs a variety of administrative support functions for the Operations Department and reports to the Director of Operations.

Responsibilities:

• Assist in managing and coordinating daily operational activities, including scheduling, note taking, resource allocation, and task creation.
• Perform in-depth research and data analysis to identify trends, opportunities, and operational improvements. Prepare comprehensive reports that provide actionable insights to support decision-making and enhance overall performance.
• Facilitate effective communication and collaboration across departments to ensure alignment on project goals and priorities. Work with various teams to streamline processes, resolve issues, and optimize workflows.
• Deliver key administrative support by managing phone calls, responding to emails, and organizing documents. Ensure that communication is prompt, professional, and that all paperwork is efficiently managed and easily accessible. Regularly review and update departmental manuals and standard operating procedures to ensure they reflect the latest best practices and company policies.
• Develop and maintain organized, efficient record-keeping systems that ensure the accuracy and security of company documents. Regularly update files and manage data entry.
• Document and continuously improve workflows and processes to enhance efficiency and ensure clarity across the team. Regularly review and update procedures to align with changing business needs and industry best practices.
• Assist with coordinating the efficient dispatch of contractors to job sites, ensuring that tasks are assigned appropriately based on resources and weather conditions. Monitor progress and adjust allocations as needed to ensure operational efficiency.
• Provide ongoing support to contractors by addressing any inquiries or issues they may face. Follow up on task completion, ensure quality standards are met, and resolve any outstanding concerns.

Ideal Candidate’s Skills & Qualities:

• Demonstrates an ability to manage complex tasks and resources efficiently while maintaining a high level of accuracy and attention to detail.
• Takes initiative with minimal supervision, driving projects forward and identifying solutions to challenges.
• Ensures all tasks, processes, and data are executed to the highest standard.
• Skilled at juggling multiple priorities, managing timelines, and consistently meeting deadlines, even in high-pressure environments.
• Works seamlessly with colleagues across departments, contributing to a positive, supportive team dynamic.
• Thrives in dynamic environments, quickly adjusting to changes and re-prioritizing tasks to meet evolving business needs.
• Expert in verbal and non-verbal communication, active listening, negotiation, problem-solving, and decision-making, with a strong sense of assertiveness and personal management.
• Highly proficient in written and spoken English, with the ability to effectively communicate complex information.
• Proficient with various software applications and tools, including proprietary platforms, and able to type at a speed of 50 WPM with high accuracy.
• Eager to embrace new technologies, including proprietary software and continuously expand knowledge.
• Well-versed in the geography of the Lower Mainland, enhancing navigation and operational planning within the region.

Ideal Candidate would have experience in the following areas:

• Comprehensive knowledge of the operational capabilities, mechanical systems, and maintenance requirements of plow trucks and small utility vehicles used for snow removal.
• Skilled in leveraging a wide range of software tools, including G-Suite, Excel, Word, QuickBooks, Basecamp, and HubSpot, to streamline processes, manage data, track projects, and support business operations efficiently.
• Demonstrated experience in assisting with day-to-day winter management operations, resource allocation, workflow management.
• Proven experience in providing exceptional administrative assistance, including managing communications, organizing documentation, and supporting cross-departmental functions to maintain seamless operations.
• Skilled in assisting with the management and coordination of dispatch operations, ensuring resources are allocated effectively, tasks are completed on schedule, and all logistical needs are met in real-time.
• Experienced in managing and tracking inventory, ensuring that all resources, equipment, and supplies are accounted for, organized, and available for operational use when needed.
• In-depth knowledge of winter management practices, including snow removal, de-icing, and resource allocation, to ensure timely and efficient service delivery during adverse weather conditions.
• Expertise in assessing and determining the necessity of dispatching resources during freezing events.
• Strong understanding of snow and ice liability mitigation.
• Experience with integration of client data into CRM.
• Ability to develop and implement strategic Winter Management strategies.
• Solid understanding of geographical mapping and weather patterns, with an expertise in meteorological weather radar systems.
• In-depth understanding of the chemical properties, behavior, and application techniques of brine and de-icing agents.