Administrative Coordinator

Location: Calgary, AB

Permanent Position Hours: Monday to Friday 8:00 AM – 4:30 PM

Employment Type: Full-Time (40 hrs/wk)

Spirit Omega/Fast Labour Solutions is seeking a highly organized, professional, and customer-focused Front Office & Training Coordinator to join our Calgary office.

This onsite role serves as the first point of contact for visitors, clients, candidates, students, and employees while providing administrative support for safety and training coordination and recruitment activities. Reception and front-office administration represent the primary focus of this position.

KEY RESPONSIBILITIES 

Reception & Front Office Administration

• Serve as the first point of contact for visitors, clients, candidates, students, and employees, providing a professional and welcoming experience.
• Answer, screen, and direct incoming calls, emails, and inquiries.
• Greet visitors and direct them to the appropriate person or department.
• Maintain reception and common areas and support day-to-day office operations.
• Receive and distribute mail, courier deliveries, and office correspondence.
• Provide administrative support including scheduling, filing, document preparation, data entry, records management, and office supply coordination.

Safety & Training Coordination

• Coordinate required safety training for candidates, clients, students, and employees.

• Schedule instructors and coordinate delivery of safety training courses.
• Manage training and safety calendars, coordinate course scheduling, and communicate all training details, including schedule changes, cancellations, and rescheduling, to students, instructors, and other participants in a timely manner.
• Coordinate training registrations, respond to participant inquiries and communicate course information, schedules, reminders, and materials to instructors and attendees.
• Maintain accurate training, attendance, certification, and compliance records, ensuring all requirements remain current and compliant with company and client standards.
• Order training materials, course manuals, and supplies as required, and monitor inventory levels to ensure adequate stock is maintained and materials are available for all scheduled courses.

Requirements

• Completion of post-secondary education, vocational training, certification, or a related program of study.
• Minimum of 2 years of experience in an administrative, customer service, scheduling or related support role.
• Demonstrated strong organizational skills and attention to detail when managing multiple priorities.
• Demonstrated professionalism, reliability, sound judgment, and a commitment to accuracy.
• Highly proactive with the ability to anticipate needs, identify potential challenges, and implement solutions before issues arise.
• Strong customer service and communication abilities.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Ability to handle stressful situations with tact, diplomacy, professionalism, and sound judgment.
• Comfortable coordinating with instructors, clients, candidates, and students.
• Ability to work effectively both independently and within a diverse, collaborative team environment.
• Strong proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Proficient in scheduling and database management.

Spirit Omega is committed to a diverse and inclusive workplace. We welcome applications from anyone, including members of Indigenous peoples, Women, visible minorities, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities.

Thank you for applying. We appreciate your interest; however, only qualified candidates will be contacted regarding the next steps in the hiring process.