Administrative Coordinator

Job summary

The role serves as the primary point of contact for office visitors and provides administrative support for safety training coordination and recruitment activities. Responsibilities include managing reception, scheduling training sessions, maintaining compliance records, and assisting with candidate onboarding.

Job details

Location: Calgary, AB Permanent Position Hours: Monday to Friday 8:00 AM – 4:30 PM Employment Type: Full-Time (40 hrs/wk) Rate of Pay: $20 - $24/hour Spirit Omega/Fast Labour Solutions is seeking a highly organized, professional, and customer-focused Front Office & Training Coordinator to join our Calgary office. This onsite role serves as the first point of contact for visitors, clients, candidates, students, and employees while providing administrative support for safety and training coordination and recruitment activities. Reception and front-office administration represent the primary focus of this position. KEY RESPONSIBILITIES Reception & Front Office Administration Serve as the first point of contact for visitors, clients, candidates, students, and employees, providing a professional and welcoming experience. Answer, screen, and direct incoming calls, emails, and inquiries. Greet visitors and direct them to the appropriate person or department. Maintain reception and common areas and support day-to-day office operations. Receive and distribute mail, courier deliveries, and office correspondence. Provide administrative support including scheduling, filing, document preparation, data entry, records management, and office supply coordination. Safety & Training Coordination Coordinate required safety training for candidates, clients, students, and employees. Schedule instructors to deliver safety training courses. Manage training and safety calendars, coordinate course scheduling, and communicate all training details, including schedule changes, cancellations, and rescheduling, to students, instructors, and other participants in a timely manner. Coordinate training registrations, respond to participant inquiries and communicate course information, schedules, reminders, and materials to instructors and attendees. Maintain accurate training, attendance, certification, and compliance records, ensuring all requirements remain current and compliant with company and client standards. Order training materials, course manuals, and supplies as required, and monitor inventory levels to ensure adequate stock is maintained and materials are available for all scheduled courses. Completion of post-secondary education, vocational training, certification, or a related program of study. Minimum of 1 years of experience in an administrative, customer service, scheduling or related support role. Demonstrated strong organizational skills and attention to detail when managing multiple priorities. Demonstrated professionalism, reliability, sound judgment, and a commitment to accuracy. Highly proactive with the ability to anticipate needs, identify potential challenges, and implement solutions before issues arise. Strong customer service and communication abilities. Ability to manage multiple priorities and deadlines in a fast-paced environment. Ability to handle stressful situations with tact, diplomacy, professionalism, and sound judgment. Comfortable coordinating with instructors, clients, candidates, and students. Ability to work effectively both independently and within a diverse, collaborative team environment. Strong proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams. Proficient in scheduling and database management. Spirit Omega is committed to a diverse and inclusive workplace. We welcome applications from anyone, including members of Indigenous peoples, Women, visible minorities, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities. Thank you for applying. We appreciate your interest; however, only qualified candidates will be contacted regarding the next steps in the hiring process.

What you’ll do

The role serves as the primary point of contact for office visitors and provides administrative support for safety training coordination and recruitment activities. Responsibilities include managing reception, scheduling training sessions, maintaining compliance records, and assisting with candidate onboarding.

Requirements

Candidates must have completed post-secondary education or vocational training and possess at least 3 years of experience in an administrative or customer service role. Strong organizational skills, proficiency in Microsoft Office, and the ability to manage multiple priorities in a fast-paced environment are required.

Listed skills

• Customer service · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Teams · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• scheduling · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Reception
• Administrative support
• Scheduling
• Data entry
• Records management
• Safety training coordination
• Recruitment administration
• Customer service
• Communication
• Microsoft Office
• Outlook
• Word
• Excel
• Teams
• Database management
• Attention to detail
• Office Supply Management
• Database Management
• Training Coordination
• Administrative Support
• Tactfulness
• Workplace Inclusivity
• Inventory Monitoring
• Professionalism
• Organizational Skills
• Diplomacy
• Talent Sourcing
• Microsoft Excel
• Applicant Tracking Systems
• Customer Service
• Data Entry
• Document Preparations
• Records Management
• Front Office
• Microsoft Outlook
• Operations
• Safety Training
• Coordinating
• Filing
• Detail Oriented

Job areas

• Administrative
• Customer Service & Support
• Human Resources
• Security & Safety
• Front Office Coordinator
• Administrative Clerk / Coordinator
• General Office Clerks
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive