Bilingual Scheduling Coordinator

Tanknology, a division of Englobe, is the industry leader in leak testing, inventory analysis, meter calibration, regulatory compliance management and robotic aboveground tank inspections, specializing in precision testing and evaluation of underground and aboveground storage tank systems throughout Canada. Leaking tanks threaten groundwater quality and create health and other hazards. This makes Tanknology Canada your best choice to provide precise testing, monitoring and analysis of storage tank systems.
Tanknology is currently looking for a Bilingual Scheduling Coordinator offering administrative support for its Burlington (ON)/Montreal office. Reporting to the Operations Manager - Fuel Management Division. The chosen candidate will have to have a strong passion for exceeding client expectations and must be willing and committed to working collaboratively with our office team, technicians and our clients in order to provide the necessary support required for the day to day smooth running of the Tanknology business.

Administrative tasks (30%)

  • Responsible for ensuring consistent application of administrative processes and procedures
  • Respond to incoming and outgoing callers so as to redirect or transfer calls as appropriate;
  • Receive phone calls for inspection and testing projects;
  • Maintain filing systems and databases;
  • Liase with internal and external clients;
  • Prepare and manage correspondence and reports
  • Accurate data entry and follow-up;
  • Perform any other office reception duties

Project Coordination (40%)
  • Ensure all required documentation and information are provided to technicians, account managers and customers;
  • Coordinate site visits with account managers, technicians and customers on a regular basis;
  • Meet weekly with Operations Manager to discuss efficiency, and scheduling issues;
  • Ensure timesheets are reviewed and approved by the deadline;
  • Respond to customer enquiries in a timely manner;
  • Attend monthly meetings to forecast and prioritize work load;
  • Administrative support to Operations Manager as required.
  • Create and maintain comprehensive project documentation, plans and reports
  • Prepare and manage correspondence and reports;
  • Maintain filing systems and databases;

Scheduling (30%)

  • Upload and update information in scheduling database as required;
  • Write and organize technician schedules in Quebec and Atlantic provinces;
  • Send updates and schedule changes to technicians and account managers as they occur;
  • Write and organize technician schedules;
  • Ensure individual schedules are in compliance with employment standards;
  • Ensure that technicians have access to work orders and supplies when sent to a new site;
  • Ensure that staff are given sufficient notice by phone prior to any significant schedule changes;
  • Interact with account managers and technicians on a regular basis;
  • Verify and edit reports as required;

  • Post-Secondary Education;
  • Bilingual (French and English), mandatory;
  • Detail oriented
  • Ability to work within policies and practices of multiple customers;
  • Ability to establish and effectively manage numerous priorities and meet deadlines;
  • Excellent communication, time management, and problem-solving skills;
  • Candidate has to be proficient in MS Outlook, Excel, Word, PowerPoint and Internet Explorer.

  • Experience with word processing and database management;
  • Relevant training in office automation or administration;
  • Experience with clerical and admin procedures;
  • Experience with document preparation;
  • Superior knowledge of Word, Excel and Outlook, essential
  • Reliability, confidentiality and interpersonal skills
Englobe Corp is a consulting engineering and testing firm of 1800 employees providing technical services in the areas of construction materials, pavements, tunnels, bridges, quality management, geo-technology and environmental engineering.
Englobe Corp. adheres to employment equity and equal opportunity programs and encourages all women, visible minorities, Aboriginals and disabled persons to apply. Only selected candidates will be contacted.
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