Administrative Assistant/Project Coordinator

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
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

Employment type
Contract

Work arrangement
No