administrative coordinator

*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 important 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.

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