Master File Administrator

2 weeks ago(12/6/2017 1:16 PM)
Job ID
Job City
Edmonton, AB


For over 60 years, North American Construction Group (NACG) has worked to build a solid reputation as an industry leader in heavy construction and mining. As one of the largest providers of mining, heavy construction, industrial and tailings & environmental services in Western Canada, we have the precise combination of knowledge and experience that clients seek when they select a service provider.


We take pride in providing the highest possible level of service to our clients. By fostering a healthy and safe work environment, NACG is able to attract some of the best individuals in the industry. Our experienced team of professionals is able to tackle any job while adhering to the highest standards of safety and quality. NACG has a proven quality assurance program that has been developed for both broad and specific scopes of work and all of our business units are ISO compliant.


Unrivalled in excellence, North American Construction Group is determined to always be the service provider that is first and foremost in the minds of our clients, employees and stakeholders.


North American Construction Group - We build careers!

Position Scope

The Master File Coordinator is responsible for assisting in the communication, delivery and coordination of master file management and related processes and system training, of all utilized applications and systems, to ensure the full utilization of these application and systems by the organization.




  • Process requests for additions and/or changes to master file records
    • Create and maintain accurate standardized master files with consistent attributes based on standards developed by the Master File department
    • Manage new item requests for additions and changes to the master files through the designated process and form(s)
    • Process Fixed Asset, Inventory, DOAG, Account, Job/AFE/BU, Customer and Vendor master file requests
    • Setup and update vendor, supplier, customer and facility address book master records on daily basis. Deactivate inactive vendors on quarterly basis
    • Maintain historical record of master file changes and/or additions
  • Analyze master file data and address identified issues

    • Conduct reviews of master file records for accuracy and adherence to set standards
    • Analyze patterns to identify and provide recommendations for improvements to master file management processes
    • Preparation and review of monthly asset setup review, weekly address book review, daily asset transfers, and other relative reports
  • Assist in the communication, delivery and coordination of master file management, and related process and system training

    • Assist in the development, delivery and coordination of process and system training related to Master File management
    • Assist in the development of Master File management reporting, key performing indicators (KPI’s), policies and procedures
    • Serve as a knowledge transfer agent for the internal customers, vendors and suppliers
    • Collaborate with key business areas, vendors and suppliers to identify duplicate and ambiguous records
  • Process cash disbursements
    • Process weekly cash disbursement for EFT, Cheque and Wire Transfers based on Treasury account reconciliation and approval
    • Prepare the pertinent reports or files for review and approval of weekly cash disbursement
    • Perform duplicate payment search on a quarterly basis and follow up to ensure duplicate payments are recovered
  • Expand the Area of Responsibility for the Master Files department
    • Provide recommendations on creating and maintaining an efficient and effective master file and related record keeping processes
    • Identify business areas training opportunities
  • Participate in NACG Project work
    • Provide technical and quality assurance support for ongoing and ad hoc NACG projects
  • Maintain, Review and Perform SOX/Certus control tests
    • Ensure updates and/or changes to Master Files data (fixed assets, inventory, address book, DOAG, etc.) are approved by authorized representatives from each department
    • On a semi-annual basis, provide a listing of suppliers with duplicate address and/or bank account numbers to AP/Payroll for verification
    • On a monthly basis, provide a listing of changes to the supplier master to Procurement for verification
  • Support testing for SOX/Certus controls for other departments impacting Master Files
  • Maintain documented system configuration, business processes and training materials


  • Minimum of 1 year post-secondary education related to Business,  Information Technology or Computer Science with certificate.  Business diploma would be an asset.
  • Minimum of two years’ administrative or systems administrator experience

  • Two to three years’ experience in a computerized office environment with exposure to associated warehouse, asset management and procurement operations would be an asset.
  • Experience with JD Edwards or similar large scale ERP systems would be an asset
  • Experience in heavy equipment and mining operations would be an asset
  • Excellent communications skills, both verbal and written
  • Excellent interpersonal and relationship building skills; team building skills
  • Ability to work with people of all levels within the organization
  • Strong organizational, time management and planning skills with the ability to prioritize and multi-task
  • Proficient in understanding inventory control and asset management systems
  • Strong data entry skills
  • Strong attention to detail
  • Proficiency in the use of Microsoft Office products
  • Knowledge of working in an ERP systems (preferably JD Edwards, Oracle)


Rewards of our positions include competitive compensation and benefits packages and excellent career growth prospects. To explore this opportunity, please submit a resume of your experience and accomplishments in confidence.


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