The Training and Administration Coordinator plays a key role in supporting the onsite Facilities Management team by delivering essential administrative, training, and compliance functions. This position ensures operational efficiency through accurate record-keeping, system management, and coordination of training initiatives aligned with site-specific requirements.
Key Responsibilities
- Deliver administrative support to facilities staff, including document management, data entry, and report preparation
- Organize and maintain central records, digital files, and compliance documentation
- Manage online task systems with precision, ensuring up-to-date information and proper workflow tracking
- Support scheduling for critical roles and assist with coverage coordination
- Contribute to financial processes by helping meet deadlines and accuracy standards
- Plan, prepare, and conduct training sessions on site procedures using appropriate materials and equipment
- Update training curricula and manage specifications within the SMS training system
- Register, schedule, and track employee training completions in collaboration with the site team
- Conduct on-the-job training and maintain accurate training logs
- Coordinate with supervisors to fulfill training schedules and forecast upcoming needs
- Support health and safety compliance by maintaining logs and incident records
- Stay current with cleaning tools, supplies, and equipment, reporting any malfunctions promptly
- Follow emergency protocols and operational controls while managing recurring schedules
- Adhere to incident reporting and escalation procedures
- Maintain understanding of all operational areas and support updates to Standard Operating Procedures
- Ensure adherence to company policies, performance metrics, and service level commitments
- Build relationships with client representatives, vendors, and property managers
- Respond to service concerns efficiently, escalating when necessary
- Generate monthly reports covering audits, inspections, training status, and safety data
- Assist in audit preparation and management reporting cycles
- Perform additional duties as assigned by leadership
Qualifications
Successful candidates will demonstrate clear communication abilities across all levels of the organization and possess strong organizational capabilities to manage multiple priorities effectively. Familiarity with the SMS training system and online task platforms is essential. The ideal candidate is detail-oriented, proactive, and committed to maintaining high standards in safety, compliance, and client service.
