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Full-time - Contract - Project Co-ordinator and Administrative Assistant Position
2 weeks ago
Position Summary:
We are currently seeking a Full-Time 1-year Contract Project Co-Ordinator and Administrative Assistant Position to join our team. As a Project Co-Ordinator and Administrative Assistant, you will play a crucial role in providing exceptional customer service, handling project co-ordination, and administrative tasks, ensuring the efficient operation of our Training Centre office.
**Responsibilities**:
Assist the Training Director, and Instructors in co-ordinating all Programs.
Welcome and assist visitors to the Training Centre, and all members in a courteous and professional manner. Order food for upcoming meetings and send out reminder notices.
Manage incoming phone calls, take messages, and direct inquiries to the appropriate person.
Project planning and scheduling: Following detailed project timelines, co-ordinating with the team members, and managing project calendars, and spreadsheets.
Meeting coordination: Scheduling project meetings, including agendas, minutes, and follow-up actions.
Document control: Maintaining project documentation, including contracts, purchase documents, and orders. Transcribe and proofread documents, ensuring accuracy and attention to detail.
Vendor management: Coordinating with external vendors and suppliers as needed.
Monitor office supplies, including coffee, water, and other necessities, and place orders with the front desk, when required.
Perform general clerical tasks, such as filing, photocopying, and data entry.
Manage office supplies inventory and reorder items as necessary.
Facilitate member registrations for courses, send reminders, process payments, update the database accordingly with ability to communicate the payments to the appropriate party.
Handle sensitive information with confidentiality and discretion.
Provide support to other team members during busy periods, such as vacations, year end, and courses.
Perform other duties as needed to support the Training Director, and the Training Centre staff.
**Requirements**:
Previous experience as a project co-ordinator, administrative assistant, or in a similar role is preferred.
Strong administrative skills are required, and a knowledge of databases will be considered a bonus.
Strong organizational skills with the ability to multitask and prioritize effectively.
Excellent verbal and written communication skills. Ability to organize priorities based on deadlines.
Attention to detail and accuracy in transcribing and proofreading documents.
Ability to maintain professionalism in a fast-paced team environment and display a positive attitude.
Ability to organize priorities based on deadlines.
High school diploma or equivalent is required; additional certification or training is a plus.
Must be able to work in the office full-time (no remote work).
Job Details:
90 days probation
(32.5 hours per week)
Work Hours: Monday to Thursday from 9:00 am to 5:00 pm, and Friday from 9:00 am to 1:30 pm in our Hannon location.
This is an exciting opportunity for a highly organized and detail-oriented individual to become our Full-Time 1-year Contract Project Co-Ordinator and Administrative Assistant Position. We offer competitive compensation, possibility of contract extension, and a positive working environment. If you believe, you meet the specified requirements, please submit your resume for consideration.
Schedule:
- Day shift
- Monday to Friday
**Education**:
- Secondary School (required)
**Experience**:
- Project Co-ordination: 1 year (required)
- Administrative experience: 1 year (required)
**Language**:
- English (required)
Work Location: In person
Application deadline: 2025-03-15
