Administrative Assistant/Project Coordinator

Job summary

The role provides administrative and project coordination support to the Burlington office, including report preparation, sample tracking, and document control. Responsibilities also include scheduling, purchasing, and maintaining accurate project records for technical staff.

Job details

Company Description We are SGS – the world’s leading testing, inspection and certification company. We are recognized as the global benchmark for quality and integrity. Our 98,000 employees operate a network of 2,650 offices and laboratories, working together to enable a better, safer and more interconnected world. 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 Additional Information SGS is an Equal Opportunity Employer, and as such we recruit, hire, train, and promote persons in all job classifications without regard to race, color, religion, sex, national origin, disability, age, marital status, sexual orientation, gender identity or expression and Indigenous status, or any other characteristics protected by law. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skills, and/or abilities required. This job description should not be construed as an exhaustive statement of duties, responsibilities, or requirements, but a general description of the job. Nothing contained herein restricts the company's rights to assign or reassign duties and responsibilities to this job at any time. Accommodations are available on request for qualified candidates during each stage of the recruitment process. Please note that candidates applying for Canadian job openings should be authorized to work in Canada.

What you’ll do

The role provides administrative and project coordination support to the Burlington office, including report preparation, sample tracking, and document control. Responsibilities also include scheduling, purchasing, and maintaining accurate project records for technical staff.

Requirements

Candidates must have a high school diploma and at least 2 years of experience in administrative or project support roles. Proficiency in Microsoft Office applications and the ability to learn technical terminology are required.

Listed skills

• Time management · Preferred
• Technical Documentation · Preferred
• Project Coordination · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• record keeping · Preferred
• Communication · Preferred
• report preparation · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• scheduling · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Project coordination
• Data entry
• Document control
• Report preparation
• Sample tracking
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Scheduling
• Purchasing
• Technical documentation
• Record keeping
• Communication
• Time management
• Attention to detail
• Report Writing
• Office Supply Management
• Construction Inspection
• Document Review
• Project Documentation
• Good Documentation Practices
• Project Schedules
• Office Administration
• Record Keeping
• Workflow Management
• Document Control
• Ability To Meet Deadlines
• Technical Engineering
• Administrative Functions
• Business Administration
• Management
• Calibration
• Spreadsheets
• Maid Services
• Customer Service
• Confidentiality
• Data Entry
• Document Management Systems
• Document Formatting
• Invoicing
• Problem Solving
• Laboratory Testing
• Project Management Software
• Microsoft Office
• Project Coordination
• Quotations
• Time Management
• Test Data Generation
• Verbal Communication Skills

Job areas

• Administrative
• Engineering
• Manufacturing
• Construction
• Science & Research
• Administrative Assistant/Project Coordinator
• Project Coordinator
• Statistical, Mathematical and Related Associate Professionals
• Project Management Specialists

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