Administrative Coordinator

Element Forensic Engineering and Element Consulting Services' mission is to provide all encompassing industry leading services, innovative solutions, and collaborative support, at an exceptional value.

We are dedicated to:

• Conduct ourselves with a commitment to social responsibility.
• Be positive, helpful, and available.
• Deliver high quality products with exemplary timelines.
• Lead, not compete.

Position Overview:

The Administrative Coordinator provides critical support to Element Consulting Service (ECS) by coordinating cross-functional projects, monitoring progress, and streamlining workflows. This role contributes to efficiency across departments through process improvement initiatives, planning support, and preparation of internal and external reports. The individual is committed to accuracy in handling a range of administrative tasks geared toward timely, and accurate functions.

Core Responsibilities:

• Coordinate and balance multiple priorities to ensure seamless organization and efficient workflow within ECS.
• Provide comprehensive administrative support: including scheduling, email and correspondence management, and database/document organization, to drive timely project completion.
• Monitor assignments closely, updating tasks from provided notes and taking proactive action to ensure all deadlines are met.
• Generate departmental invoicing and manage the submission of expense reports with accuracy and attention to detail.
• Prepare reports, summaries, and presentations as needed, including coordinating and scheduling LinkedIn posts.
• Analyze operational data to identify trends, generate insights, and recommend process improvements.
• Maintain strict confidentiality and handle sensitive information with professionalism.
• Demonstrate flexibility in assignments and adapt to evolving departmental needs.

Secondary Responsibilities:

• Providing cross functional support to the technical coordination department of Element Forensic Engineering_ (EFE)_.
• Providing administrative support to the department as needed. Administrative support may include but not limited to: The co-ordination and compilation of permit application related information. Application of permits with various municipal agencies (including electronically and travelling to the municipal offices). Act as a liaison between the various municipal agencies, clients, building owners and our office to disseminate the requisite permit related information. Coordinating with municipalities for emergency permits. Record, maintain and collect permits as issued. Ensure compliance with municipality operating standards and company expectations. Act as a liaison with internal and external clients, and contractors, when required. Enter permit information and dates into project files.
• Provide support to the technical team and Technical Manager as required.

Company Representation:

• Support continuous improvement of departmental processes in alignment with company standards and client expectations.
• Ensure compliance with industry standards and company expectations.
• Act as a liaison with internal and external clients, and contractors, on as needed.
• Embody and promote the values of Element, acting as a brand ambassador for the organization.
• Builds strong relationships through collaboration, open communication, and a team-first mindset, welcoming feedback as an opportunity to grow.
• Any other duties needed to help drive our Vision, fulfill our Mission, and abide by our Organization's Values.

Qualifications:

• Education: Diploma in Business Administration or Office Administration, or a related area.
• Experience: 2+ years of office experience, preferably in a fast paced administrative or coordination role.
• Skills and Knowledge: Proficient in Apple software and Microsoft Office Suite. (Word, Excel, Outlook). Experience with project management software (Celoxis) is an asset. Ability to handle confidential information with discretion. Proactive in identifying areas for improvement. Able to work independently, demonstrating strong problem-solving skills and resourcefulness. Self-disciplined to meet independent deadlines. Collaborative team player with a willingness to support colleagues. Exceptional verbal and written communication skills, with the ability to effectively communicate complex technical information to both internal and external stakeholders.

Work Location: Office based in Burlington, Ontario.

Job Types: Full-time, Permanent

Pay: $55,000.00-$60,000.00 per year

Benefits:

• Company events
• Dental care
• Discounted or free food
• On-site parking
• RRSP match
• Vision care

Ability to commute/relocate:

• Burlington, ON L7L 6A4: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Are you proficient in Apple software and Microsoft Office Suite (Word, Excel, Outlook)? Please explain.
• Do you have experience with project management software, such as Celoxis? Please explain.

Education:

• DCS / DEC (required)

Experience:

• Office: 2 years (required)

Location:

• Burlington, ON L7L 6A4 (preferred)

Work Location: In person