Administrative Assistant/Project Coordinator

Job Description

The Admin / Junior Project Coordinator provides administrative, documentation, and project coordination support to the Burlington office and technical team. The role supports inspectors, laboratory technicians, and management with report preparation, sample tracking, document control, scheduling, purchasing, and general office coordination. The position requires strong attention to detail and the ability to learn and work with technical terminology, inspection documentation, and laboratory records.

Key Responsibilities

• Answer the main company phone line and respond to general office inquiries
• Provide administrative and coordination support to inspectors, laboratory technicians, and management
• Assist with preparation and formatting of inspection reports and ensure reports are complete, accurate, and properly organized
• Assist with preparation of laboratory test reports by transferring test data and results into established report templates
• Log in incoming samples and maintain accurate sample identification, tracking, and records
• Maintain project files, inspection records, laboratory documentation, and other controlled documents
• Coordinate calibration certificates and maintain calibration records for laboratory and inspection equipment
• Prepare invoice instructions and supporting documentation for submission to Accounts
• Assist with project scheduling, assignment coordination, and follow-up with inspectors and technical staff
• Prepare and maintain spreadsheets, logs, registers, and other project documentation
• Assist with document review, filing, scanning, and distribution of technical and project records
• Coordinate purchasing of office supplies, laboratory consumables, and other required materials
• Coordinate office requirements including cleaning services, supplies, and general facility needs
• Assist with preparation of quotations, proposals, purchase orders, and other project-related documentation as required
• Follow up on outstanding documentation, reports, and administrative requirements
• Maintain confidentiality and ensure proper handling of client and company information
• Perform other administrative and project coordination duties as required

Qualifications

• High school diploma or equivalent required
• Post-secondary education in business administration, office administration, project coordination, engineering technology, or a related field is an asset
• 2+ years of administrative, project coordination, or office support experience
• Experience in engineering, construction, inspection, testing, manufacturing, or laboratory environments is an asset
• Strong proficiency in Microsoft Word and Excel
• Experience with Microsoft Outlook and other Microsoft Office applications
• Ability to learn technical terminology, inspection requirements, and laboratory processes
• Strong written and verbal communication skills

Experience

• 2+ years of experience in an administrative, project coordination, or office support role
• Experience preparing reports, maintaining records, and working with spreadsheets and documentation
• Experience supporting technical, engineering, construction, inspection, or laboratory personnel is preferred
• Experience with document control, sample tracking, invoicing, purchasing, or scheduling is an asset

Technical Skills

• Proficient in Microsoft Word and Excel
• Strong data entry and document formatting skills
• Ability to accurately transfer technical data and information into established report templates
• Ability to maintain organized electronic and physical records
• Familiarity with document control and record-keeping practices
• Ability to work with spreadsheets, logs, registers, and project tracking systems
• Ability to understand and follow established procedures and workflows
• Experience with Bluebeam, project management software, or other document management systems is an asset

Core Competencies

• High attention to detail and accuracy
• Strong organizational and time management skills
• Excellent written and verbal communication
• Ability to prioritize multiple tasks and meet deadlines
• Strong follow-up and coordination skills
• Ability to work independently and as part of a team
• Professional and customer-focused approach
• Ability to learn technical information and terminology
• Strong problem-solving and administrative skills
• Commitment to quality, confidentiality, and good documentation practices

Working Conditions