Administrative Coordinator
Southwest Design & Construction Ltd. / Midwest Design & Construction Ltd.
Full-Time | On-Site | Reports to Accounting Manager
About the Role
We are looking for a detail-oriented Administrative Coordinator to support our Accounting and Administrative functions. This versatile role focuses on employee data management, training coordination, onboarding/offboarding, system administration, and documentation control across our enterprise. The role works closely with the Operations Administrator and evolves with organizational needs.
Key Responsibilities
Training Coordination & Compliance
- Coordinate, document, and maintain legislated and company-required training records
- Match and reconcile training certificates with system records (SiteDocs and related systems)
- Track training compliance and expiring certifications; coordinate follow-up with staff, supervisors, and Management
- Source, schedule, and track training activities; ensure filing is complete
Worker Data & System Administration
- Create, maintain, and reconcile worker records across Safety, Payroll, and IT systems
- Ensure accuracy of employee information including status, role, location, and training records
- Set up and maintain workers and locations within SiteDocs; support compliance and reporting
Onboarding & Offboarding
- Execute onboarding and offboarding processes including documentation collection, validation, and filing
- Coordinate with IT, Management, and senior staff for user account creation and access provisioning
- Ensure all processes are complete, consistent, and properly documented
Documentation & Filing
- Maintain structured filing systems for employee records, training certificates, and compliance documentation
- Manage document libraries on SharePoint and other corporate repositories
- Assist with document retention, version control, and general document control practices
Communications & Reporting
- Communicate with workers, supervisors, and management regarding training, onboarding, and compliance matters
- Provide follow-up and reminders to support completion of assigned tasks and requirements
- Assist in tracking and reporting training compliance, onboarding completion, and related metrics
Additional light office duties as needed to support day-to-day operations.
What We’re Looking For
- Strong organizational and administrative skills with attention to detail
- Experience with document management systems and/or HR/compliance platforms (SiteDocs an asset)
- Proficiency with SharePoint, Microsoft Office, and related business tools
- Excellent communication and follow-up skills
- Ability to manage multiple priorities and work independently
- Construction or trades industry experience is an asset
- Experience with Entra, Active Directory, Intune, and GPOs is an asset
What We Offer
- A collaborative and supportive work environment
- Opportunity to grow with an expanding organization
- Variety in day-to-day responsibilities across departments
To apply, please submit your resume and a brief cover letter.
Job Type: Full-time
Pay: $24.00-$26.00 per hour
Benefits:
- Company events
- Dental care
- Extended health care
- Life insurance
- Paid time off
- Vision care
Work Location: In person
