Apprenticeship Coordinator

JOB SUMMARY The Apprenticeship Coordinator plays a critical role in supporting the successful registration and ongoing administration of apprentices across 15 trades within our Group Sponsor program. Reporting directly to the Director of Workforce Development and working day-to-day under the guidance of the Lead Trade Manager, this position acts as the primary liaison between Skilled Trades Ontario (STO), apprentices, employers, trade associations, and internal stakeholders.

The ideal candidate is highly organized, detail-oriented, and an exceptional communicator who can manage multiple priorities while maintaining professionalism and accuracy. This role requires strong relationship-building skills, administrative excellence, and the ability to independently manage workflow in a fast-paced environment.

This role requires a high degree of flexibility and adaptability, as responsibilities may evolve to support broader workforce development initiatives and organizational priorities.

KEY RESPONSIBILITIES

• Complete and submit apprenticeship applications and registrations within the apprenticeship system.
• Administer follow-ups with apprentices throughout the registration process, including sending reminders, collecting required documentation, and scheduling Launch Calls.
• Communicate directly with STO regarding schooling choices, spare seats, registration training agreements (RTAs), and general registration matters.
• Track and maintain up-to-date records of apprenticeship schooling offers, enrollment status, and levels completed.
• Maintain accurate and current apprenticeship records within the CRM system.
• Escalate concerns or issues to the Trade Manager as appropriate.
• Act as one of the primary points of contact between the organization and Skilled Trades Ontario (STO) on behalf of the Trade Managers, managing ongoing communication and administrative matters, and escalating concerns or complex issues to the Trade Managers for direction and resolution.
• Support internal and external communications with all stakeholders to ensure clarity, consistency, and responsiveness.
• Implement and monitor apprentice programs as directed by management and see initiatives through to completion.
• Track metrics, outcomes, and success stories that impact program KPIs and contribute to Activity Reports.
• Assist with special projects, coordinating tasks, deadlines, and deliverables across teams as required.
• Provide cross-functional support, including vacation coverage when required.
• Attend and support events or industry-related functions as required, representing and promoting the organization and its Group Sponsor program.
• Manage individual workflow to ensure tasks are completed efficiently and in a timely manner.
• Perform other duties as assigned.

EDUCATION AND EXPERIENCE

• Post-secondary education in Administration, Human Resources, Workforce Development, or a related field, or an equivalent combination of education, certification, and relevant work experience.
• Minimum of 3–5 years of experience in a similar administrative, program coordination, workforce development, apprenticeship, or stakeholder-facing role.
• Exposure to or experience working in a skilled trades, apprenticeship, workforce development, or regulated environment is considered an asset.

KNOWLEDGE, SKILLS AND ABILITIES

• Exceptional verbal and written communication skills, with the ability to adapt messaging to diverse audiences and confidently engage government representatives, employers, apprentices, and other stakeholders by phone and in writing.
• Professional presence with strong interpersonal skills and the ability to represent the organization with credibility, diplomacy, and discretion.
• Excellent collaborator with the ability to build strong working relationships across teams, support Trade Managers effectively, and contribute positively to a cross-functional environment.
• Superior organizational, planning, and time-management skills, with the ability to manage multiple priorities, tight deadlines, and changing demands in a fast-paced environment.
• Demonstrated ability to independently manage workload with minimal supervision while maintaining a high level of accuracy and attention to detail.
• Strong administrative coordination skills, including calendar management, meeting preparation and complex task tracking.
• Proficiency with technology and business tools, including Outlook, Word, Excel (spreadsheets, formulas, KPI tracking, charts), PowerPoint, Teams, SharePoint, and CRM systems.
• Ability to maintain accurate records and support data tracking and analysis for reporting and executive decision-making.
• High level of conf