The Opportunity
Impact HR is proud to represent an exciting opportunity with Heartland Sulphur Terminal (HST), a growing organization committed to operational excellence, continuous improvement, and building efficient business systems that support long-term success.
Who is Heartland Sulphur
The Heartland Sulphur Partnership is comprised of Lion Sulphur Inc. (Petrosul) and Inter-chem Canada. The partnership has a combined 100+ years of experience in the Canadian Sulphur industry and the two companies have teamed up to create a terminal designed to fit the growing Sulphur handling needs of Alberta's industrial heartland.
As the Administration Systems Manager, you will play a pivotal role in ensuring the smooth operation of the terminal's administrative and business functions. This position offers the opportunity to make a meaningful impact by developing business processes, improving operational workflows, managing vendor relationships, and overseeing document control while supporting the day-to-day operations of a dynamic industrial site.
If you're an organized, process-driven professional who enjoys building structure, improving efficiency, and working closely with multiple departments, this is an excellent opportunity to join a collaborative team and help shape the future of the organization.
Role Overview
Reporting directly to the General Manager, the Administration Systems Manager is responsible for leading the site's core business administration functions. Acting as the central point for office operations, purchasing administration, vendor coordination, and document management, this role ensures the terminal's business systems remain organized, compliant, and audit-ready.
Working closely with internal departments and external vendors, you will oversee business process development, office services, purchasing workflows, document control, and administrative support while supervising the Administrative Assistant. This position is ideal for someone who enjoys improving business processes, creating efficiencies, and ensuring operational excellence through strong organization and attention to detail.
Key Responsibilities
As the Manager, you will be responsible for:
- Managing day-to-day site office operations and administrative services.
- Develop, document, and maintain business processes, document control systems, and Standard Operating Procedures (SOPs) to ensure efficient, consistent, and compliant administrative and office operations.
- Support development and maintenance of the site's document control system, including filing structures, document retention, version control, and record organization, while developing and maintaining business processes and Standard Operating Procedures (SOPs).
- Coordinate purchasing and requisition administration, including purchase order creation, approvals, receiving documentation, tracking, and maintaining supporting documentation within the site's document control system.
- Managing vendor and contractor administration, including vendor databases, pricing, agreements, insurance certificates, renewals, and service contracts.
- Coordinating Master Service Agreements, work orders, contracts, and site access documentation.
- Supporting Accounts Payable and Accounts Receivable processes through invoice routing, documentation, and receiving confirmations.
- Coordinating employee onboarding administration, including documentation, onboarding checklists, IT setup coordination, and site access.
- Managing office technology and telecommunications administration, including vendor coordination, equipment inventories, and account management.
- Supervising and supporting the Administrative Assistant.
- Ensuring all administrative systems remain organized, compliant, and audit-ready.
Desired Skills & Experience
The successful candidate will demonstrate:
- Strong organizational and business administration skills with exceptional attention to detail.
- Experience developing and improving business processes and Standard Operating Procedures (SOPs).
- Knowledge of document control systems and records management best practices.
- Experience coordinating purchasing, requisitions, and vendor administration.
- Strong contract administration and vendor management experience.
- Excellent communication and relationship-building skills.
- Ability to manage multiple priorities while maintaining accuracy and confidentiality.
- Strong problem-solving and process improvement abilities.
- Experience working within industrial, manufacturing, energy, mining, or terminal environments is considered an asset.
- Proven leadership skills with previous supervisory experience.
- Proficiency with Microsoft Office and electronic document management systems.
Qualifications
- Diploma or Bachelor's degree in Business Administration, Office Management, Operations Management, Commerce, or a related field is preferred.
- Minimum of 5 years of progressive experience in office management, business administration, operations support, or a similar role.
- Previous experience developing business processes and administrative systems.
- Experience with purchasing administration, vendor management, contract coordination, and document control.
- Supervisory experience is considered an asset.
- Strong knowledge of Microsoft Office Suite and business administration software.
- Excellent organizational, interpersonal, and communication skills.
- Ability to work independently while collaborating effectively across multiple departments.
What We Offer
At Heartland Sulphur Terminal, we recognize that strong business operations are the foundation of organizational success. We offer a collaborative work environment where your ideas and process improvements are valued, along with a competitive compensation package, comprehensive benefits, and opportunities for professional growth.
If you're passionate about creating efficient business systems, supporting operational excellence, and making a meaningful contribution to a growing organization, we'd love to hear from you.
We thank all applicants for their interest; however, only those selected for an interview will be contacted. We welcome applications from all qualified individuals and are committed to building a diverse and inclusive workplace.
Pay: $67,000.00-$90,000.00 per year
Work Location: In person
