Field Administrator

Airswift is seeking a Field Administrator to work in Fort Saskatchewan, AB , on a 6-months contract with the possibility of extension, on a 10/4 rotation schedule.

Field Administrator – Oilfield Construction/Operations (Alberta)

Position Summary

The Field Administrator is responsible for providing administrative, cost-control, document management, and field support services for oilfield construction and maintenance operations. This role serves as the primary administrative point of contact between field personnel, project management, contractors, and client representatives. The Field Administrator ensures accurate workforce tracking, cost reporting, documentation management, and communication support while maintaining compliance with company and client requirements.

Key Responsibilities

Timekeeping and Workforce Validation

· Verify and validate employee and contractor timesheets by comparing reported hours against:

o Gallagher Security Access System records.

o Daily Tailgate/Toolbox Talk attendance sheets.

o Site sign-in/sign-out records and other supporting documentation.

· Investigate discrepancies and coordinate corrections with supervisors and payroll personnel.

· Code and process timesheets according to project cost codes and work breakdown structures.

· Maintain accurate records for payroll and project reporting purposes.

Cost Tracking and Reporting

· Track actual project costs on a daily and weekly basis.

· Enter vendor invoices, purchase records, and priced time tickets into Excel spreadsheets and project cost tracking systems.

· Monitor costs against budget allocations and report variances to project management.

· Maintain organized records of project expenditures and supporting documentation.

· Assist with preparation of progress reports, cost summaries, and forecasting information.

Document Control and Administration

· Scan, upload, distribute, and archive project documentation.

· Send documents electronically to project personnel, management teams, and stakeholders through email, Microsoft Teams, or document management systems.

· Maintain organized filing systems for:

o Timesheets

o Invoices

o Time tickets

o Meeting minutes

o Safety documentation

o Project correspondence

· Ensure all documentation is accurately coded and filed under the appropriate project cost codes and contract references.

Communications Coordination

· Maintain effective communication with field personnel and site management.

· Coordinate and relay information using two-way radio systems.

· Monitor communication channels and ensure messages are transmitted promptly and accurately.

· Assist with scheduling meetings, field activities, and workforce coordination as required.

Meeting and Administrative Support

· Attend project meetings and record detailed meeting minutes.

· Prepare and distribute meeting agendas, minutes, and action item logs.

· Track completion of assigned action items when required.

· Assist project managers, superintendents, and field supervisors with administrative requirements.

Mail and Courier Services

· Prepare outgoing mail, courier packages, and project documentation shipments.

· Coordinate delivery of time-sensitive project documents.

· Track and confirm receipt of critical documents and packages.

Health, Safety, and Compliance Support

· Maintain records of daily Tailgate/Toolbox Talks and other safety documentation.

· Support compliance with company, client, and regulatory requirements.

· Assist with preparation and maintenance of project records for audits and inspections.

· Promote adherence to company safety policies and site procedures.

Qualifications

· High school diploma or equivalent; post-secondary education in Business Administration or Office Administration is an asset.

· Previous experience in oilfield, industrial construction, pipeline, or energy project administration preferred.

· Strong understanding of timekeeping, invoice processing, and document control practices.

· Experience working with security access systems such as Gallagher is considered an asset.

· Proficient in Microsoft Office Suite, particularly:

o Excel

o Word

o Outlook

o Teams

· Experience with cost tracking and project reporting.

· Ability to work in remote field environments and camp settings when required.

· Valid driver’s license may be required.

Skills and Competencies

· Strong attention to detail and accuracy.

· Excellent organizational and time-management skills.

· Effective verbal and written communication skills.

· Ability to handle confidential information with discretion.

· Strong data-entry and record-management abilities.

· Ability to prioritize multiple tasks in a fast-paced environment.

· Problem-solving and discrepancy-resolution skills.

· Team-oriented with the ability to interact professionally with field personnel, contractors, clients, and management.

Working Conditions

· Primarily field-based at oil and gas, industrial, or construction project sites throughout Alberta.

· May require extended work hours during peak project periods.

· Exposure to active construction and industrial environments.

· Frequent interaction with field crews, supervisors, and client representatives.

Reporting Relationship

Reports to the Project Manager, Construction Manager, Site Superintendent, or Project Controls Lead, depending on project requirements.