Administrative Coordinator

Reception, Scheduling, Dispatch & Work Program Administration

Company: CIC Inspection & Consulting Ltd.

Location: Edmonton, Alberta

Position Type: Full-time, permanent

Work Hours: Monday to Friday, 8:00 a.m. to 4:30 p.m.

Position Overview

CIC Inspection & Consulting Ltd. is seeking an organized, professional, and dependable Administrative Coordinator to support our day-to-day office and field operations.

This position is responsible for front-end reception, coordinating inspection schedules, dispatching field personnel, and providing general administrative support. The successful candidate will be comfortable managing competing priorities, communicating with clients and inspectors, and adjusting schedules when urgent requests or project changes arise.

In addition, this role supports the administration of our internal work-planning program — a company-wide approach to how work is planned, assigned, tracked, and closed out. The program is currently being developed, and the Coordinator will play an significant part in putting it into practice, maintaining its records, and helping shape how it works day to day. Responsibilities in this area are expected to grow and evolve as the program matures.

Key ResponsibilitiesReception and Client Service

- Answer, screen, and direct incoming telephone calls and emails.

- Greet visitors and provide professional front-end reception.

- Receive inspection requests and gather the information required to schedule the work.

- Respond to routine client questions or direct inquiries to the appropriate team member.

- Maintain professional communication with clients, inspectors, contractors, and project personnel.

- Monitor shared email inboxes and ensure requests are addressed promptly.

- Receive, sort, and distribute incoming correspondence and deliveries.

Scheduling and Dispatch

- Schedule and dispatch inspectors to project sites based on availability, qualifications, location, and client requirements.

- Maintain the daily and upcoming inspection schedule.

- Confirm inspection dates, times, site locations, contacts, and scope of work.

- Communicate assignments and schedule changes to field personnel.

- Coordinate last-minute, urgent, and after-hours inspection requests when required.

- Monitor active assignments and follow up with inspectors regarding arrival times, delays, changes, and completion.

- Identify scheduling conflicts and work with management to resolve them.

- Ensure inspectors receive the necessary project information, drawings, specifications, purchase orders, and client instructions.

- Maintain accurate records of scheduled, cancelled, postponed, and completed inspections.

Work Program Administration

This is a developing area of the business, and duties will be refined over time. In general terms, the Coordinator will:

- Support the rollout and ongoing administration of the company’s work-planning program.

- Assist in issuing, tracking,



and closing out work assignments arising from approved plans.

- Maintain central records of assigned, active, outstanding, and completed work.

- Review incoming plans and requests for completeness before they move forward for approval.

- Follow up on outstanding items and ensure documentation of completed work is received and properly filed.

- Maintain booking and scheduling records for shared company resources such as vehicles and equipment.

- Keep records relating to safety sign-offs and other individually traceable requirements.

- Coordinate items involving more than one department and route them to management as appropriate.

- Administer recurring routine schedules and confirm completion.

- Compile program information and reporting to support planning and review.

- Contribute to developing and improving the program’s procedures, forms, and documentation as it takes shape.

Administrative Support

- Create and maintain project, client, and job records.

- Enter inspection requests and project information into company systems.

- Assist with preparing work orders, purchase-order records, timesheets, reports, and other documentation.

- Review submitted paperwork for completeness and follow up on missing information.

- Maintain electronic and physical filing systems.

- Assist with tracking employee certifications, site orientations, and project requirements.

- Support management and technical staff with general administrative tasks.

- Handle confidential client, employee, and company information appropriately.

- Perform other administrative duties as assigned.

Computer Skills

- Proficiency in Microsoft Word, including creating, editing, formatting, and proofreading documents.

- Proficiency in Microsoft Excel, including data entry, organizing information, maintaining spreadsheets, and using basic formulas.

- Proficiency in Microsoft Outlook, including managing email, calendars, contacts, appointments, and shared inboxes.

- Comfortable using Microsoft Teams and other electronic communication platforms.

- Ability to create and maintain organized electronic files and folders.

- Ability to enter information accurately into scheduling, dispatch, reporting, and project-management systems.

- Comfortable learning new computer programs and company-specific software.

- Strong keyboarding, data-entry, and general computer-navigation skills.

- Experience working with PDF documents and electronic forms is an asset.

- Comfortable receiving, organizing, and filing electronic records and documentation of completed work.

- Experience maintaining a tracking system, register, or log of any kind is an asset.

Qualifications





- Previous experience in administration, reception, scheduling, dispatch, or office coordination is preferred.

- Strong organizational and time-management skills.

- Excellent verbal and written communication.

- Professional and courteous telephone manner.

- Ability to manage multiple requests and changing priorities in a fast-paced environment.

- Strong attention to detail and commitment to accurate recordkeeping.

- Ability to remain calm and make practical decisions when schedules change unexpectedly.

- Comfortable communicating with field personnel, contractors, clients, and management.

- Comfortable following up with staff at all levels regarding outstanding paperwork and incomplete records.

- Adaptable, and comfortable working with procedures that are still being developed and refined.

- Experience with scheduling, dispatch, inspection, construction, engineering, or field-service software is an asset.

- Experience in the construction, structural steel, welding inspection, NDT, engineering, or industrial service sectors is an asset.

Ideal Candidate

The ideal candidate is proactive, dependable, and comfortable taking ownership of the daily schedule. They communicate clearly, anticipate potential conflicts, and understand the importance of matching the right inspector to each assignment. They are professional with clients, supportive of field personnel, and able to keep operations organized during busy periods.

They are also comfortable working within a system that is still taking shape — following up on outstanding items, applying a consistent standard diplomatically, and offering practical suggestions as procedures develop. This role suits someone who enjoys accurate records, sensible process, and having a genuine hand in building something new.

What We Offer

- Compensation of $18.00–$24.00 per hour, based on experience.

- Full-time permanent position.

- Regular working hours of 8:00 a.m. to 4:30 p.m.

- Comprehensive benefits package following successful completion of the applicable eligibility period.

- Company-sponsored team-building events and opportunities.

- A meaningful role in a developing company-wide program, with real opportunity to influence how it takes shape.

How to Apply

Please submit your résumé along with a brief cover letter outlining your administrative, scheduling, reception, dispatch, and computer experience. If you have experience helping set up or improve an office system, process, or tracking method, we would be glad to hear about it.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

CIC Inspection & Consulting Ltd. is committed to providing an inclusive workplace and welcomes applications from qualified candidates of all backgrounds.

Pay: $18.00-$24.00 per hour

Expected hours: 40.0 per week

Benefits:

- Company events
- Extended health care
- On-site parking

Work Location: In person

📌 Administrative Coordinator (Edmonton)
🏢 CIC Inspectionnsulting Ltd
📍 Edmonton