JOB SUMMARY
The Apprenticeship Coordinator is responsible for the end-to-end administration and coordination of apprentice onboarding, registration, and progression activities across 15 trades within our Group Sponsor program. Reporting directly to the Director of Workforce Development and working day-to-day under the guidance of the Lead Trade Manager, this role serves as the primary owner of the apprentice registration process, ensuring all onboarding, documentation, and compliance requirements are completed accurately and efficiently.
The Coordinator maintains accurate apprentice records, monitors registration status and file progression, and acts as the primary administrative point of contact for apprentices and Skilled Trades Ontario (STO). This position is responsible for coordinating documentation, tracking key milestones, resolving registration-related issues, and ensuring timely communication among all parties involved in the apprenticeship process.
The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining a high level of accuracy and professionalism. Success in this role requires strong administrative expertise, effective communication skills, and the ability to independently manage workflows, support reporting and documentation requirements, and identify opportunities to improve process efficiency and service delivery.
KEY RESPONSIBILITIES
- Own the apprentice intake and onboarding workflow from referral receipt through registration completion, ensuring all required administrative steps are completed accurately and within established timelines.
- Administer follow-ups with apprentices throughout the onboarding and registration process, including collecting required documentation, sending reminders, and confirming file readiness.
- Complete and submit apprenticeship applications, registrations, and related documentation within the apprenticeship system.
- Manage the apprentice intake inbox and coordinate the file setup process, ensuring new referrals are acknowledged, documented, and assigned for processing.
- Communicate directly with Skilled Trades Ontario (STO) regarding administrative matters, including registrations, Registration Training Agreements (RTAs), schooling selections, spare seats, and status updates.
- Coordinate with Trade Managers to ensure apprentices are prepared for Launch Calls and subsequent registration and progression milestones.
- Schedule Launch Calls and maintain tracking of apprentice onboarding status, documentation requirements, and file readiness.
- Track and maintain up-to-date records of apprenticeship registration status, schooling offers, enrollment status, training progression, and levels completed.
- Maintain a master onboarding tracker and dashboard, monitor file progression, and proactively identify and flag stalled or delayed files to the Lead Trade Manager.
- Escalate registration, onboarding, or file progression issues to the Lead Trade Manager or Trade Manager as appropriate.
- Prepare operational metrics, status reports, activity reporting, and other program documentation to support program oversight and performance tracking. .
- Identify opportunities to improve administrative processes, workflow efficiency, record management, and reporting accuracy.
- Provide cross-functional coverage and support for apprenticeship administration activities as required.
- Manage individual workflow and priorities to ensure tasks are completed efficiently, accurately and in a timely manner.
- Perform other apprenticeship duties as assigned.
EDUCATION AND EXPERIENCE
- Post-secondary education in Administration, Human Resources, Workforce Development, or a related field, or an equivalent combination of education, certification, and relevant work experience.
- Minimum of 3–5 years of experience in a similar administrative, program coordination, workforce development, apprenticeship, or stakeholder-facing role.
- Exposure to or experience working in a skilled trades, apprenticeship, workforce development, or regulated environment is considered an asset.
KNOWLEDGE, SKILLS AND ABILITIES
- Exceptional verbal and written communication skills, with the ability to adapt messaging to diverse audiences and confidently engage government representatives, employers, apprentices, and other stakeholders by phone and in writing.
- Professional presence with strong interpersonal skills and the ability to represent the organization with credibility, diplomacy, and discretion.
- Excellent collaborator with the ability to build strong working relationships across teams, support Trade Managers effectively, and contribute positively to a cross-functional environment.
- Superior organizational, planning, and time-management skills, with the ability to manage multiple priorities, tight deadlines, and changing demands in a fast-paced environment.
- Demonstrated ability to independently manage workload with minimal supervision while maintaining a high level of accuracy and attention to detail.
- Strong administrative coordination skills, including calendar management, meeting preparation and complex task tracking.
- Proficiency with technology and business tools, including Outlook, Word, Excel (spreadsheets, formulas, KPI tracking, charts), PowerPoint, Teams, SharePoint, and CRM systems.
- Ability to maintain accurate records and support data tracking and analysis for reporting and executive decision-making.
- High level of confidentiality, professionalism, and sound judgment when handling sensitive information.
- Strong problem-solving skills with a solutions-oriented mindset, adaptability, and a continuous improvement approach.
- Experience in apprenticeship programs, workforce development, skilled trades, regulated environments and not-for-profit is considered an asset.
ADDITIONAL REQUIREMENTS:
- Must be legally entitled to work in Canada in accordance with relevant Ontario legislation and regulations.
- Evening work required to (adjust work hours) to take onboarding calls with apprentices
- Valid G Driver’s licence, reliable vehicle and valid insurance.
- Ability and flexibility to travel to events across Ontario, including those requiring overnight stays, if required.
- Ability to lift and carry equipment and supplies up to 20 lbs independently.
WORKING CONDITIONS
- Five-day work week (Monday to Friday), with flexible start and end times and occasional evenings, weekends, and overnight stays may be required for events and workshops.
- Hybrid work model with expected travel to the Etobicoke head office, and travel across Ontario for events, meetings if required.
- Flex hours of work to complete special requests or projects.
Salary: $70,200
How to apply:
- Attach a detailed cover letter and resume to be considered for this role.
- Assessment must be completed to be considered for this role. Please copy and paste this link: https://jbtmz.me/s/'e=JlVjoqw0
We will ONLY be in touch with candidates who qualify for the position and complete the assessment. We wish all applicants the best of luck.
We are an equal opportunity employer and are committed to fostering an inclusive, accessible workplace. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), accommodations are available upon request for candidates participating in all stages of the hiring process.
