Administrative & Recruitment Coordinator

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

Location: Calgary, AB

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

About the Role

Spirit Omega/Fast Labour Solutions is seeking a highly organized and energetic Administrative & Recruitment Coordinator to join our Calgary office. This onsite role blends strong administrative capability with hands-on recruitment support, emphasizing industrial placements and student employment programs.

If you thrive in fast-paced environments, enjoy connecting people with opportunities, and want to support workforce development across industrial sectors, this role offers a meaningful and rewarding career path.

KEY RESPONSIBILITIES:

Industrial Recruitment & Student Placement

• Support industrial recruiting efforts, including sourcing, screening, and coordinating candidates.
• Schedule and coordinate candidate interviews (virtual and in-person), including setting up and managing Microsoft Teams, Zoom, and other technical platforms required for virtual interviews.
• Communicate professionally with clients to confirm requirements, provide updates, and support hiring needs.
• Engage with students and early-career talent to support employment placements.
• Assist with onboarding, documentation, compliance, and record accuracy.

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.
• Register individuals for both in-person and online training courses.
• Serve as the primary point of contact for training inquiries, providing timely and accurate information regarding course requirements, schedules, and certifications.
• Maintain accurate records of certifications, training completion, attendance, and compliance documentation.
• Monitor training requirements and ensure certifications 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.
• Prepare and distribute training-related communications, reminders, and course materials as required.
• Demonstrate strong organizational skills and attention to detail when managing multiple training schedules and priorities.
• Exercise sound judgment by seeking guidance and clarification when uncertain to ensure accuracy and compliance.
• Maintain a high level of reliability and punctuality, adhering to regular office hours of 8:00 a.m. to 4:30 p.m.

Requirements

• Minimum of 3 years of experience in an administrative, customer service, scheduling, or related support role.
• Completion of post-secondary education, vocational training, certification, or a related program of study.
• Exceptional organizational and time-management skills.
• 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.
• Dependable, reliable, and consistently punctual.
• Willingness to ask questions and seek assistance when needed to ensure accuracy and success.

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.

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