About this role
Accountable for providing administrative, coordination, and office management support that enables leaders and teams to operate efficiently and effectively. The Administrative Coordinator supports day-to-day business operations through calendar coordination, financial administration, office management, document preparation, event support, and confidential administrative services while delivering a high level of customer service and professionalism. Responsibility Area #1 - Leadership & Team Administrative Support
• Provide administrative support to Directors and leadership team members, including calendar coordination, meeting logistics, travel arrangements, and expense management. • Coordinate large meetings, workshops, leadership sessions, and team events. • Process expense claims and support travel bookings in accordance with company policies. • Facilitate document approvals, electronic signatures, and workflow coordination using approved systems. • Prepare, edit, format, and distribute reports, presentations, correspondence, and other business documents. • Manage confidential information, urgent requests, and sensitive documentation with a high degree of professionalism and discretion. • Provide administrative coordination that supports leaders in achieving business objectives. Responsibility Area #2 - Financial & Business Administration
• Process invoices, purchase requisitions, and other financial transactions using appropriate project and cost centre allocations. • Support departmental budgeting, tracking, reporting, and administrative controls as required. • Act as a Time & Attendance system super user by providing support, guidance, and system administration assistance. • Maintain records, documentation, filing systems, and business information in accordance with company requirements. • Coordinate routine reporting, document management, and business administration activities. • Support efficient execution of business processes and administrative workflows. Responsibility Area #3 - Office Management & Workplace Support
• Greet and assist visitors, guests, vendors, and meeting participants in a professional manner. • Coordinate office supply management, inventory control, and replenishment activities. • Maintain organization and functionality of office spaces, boardrooms, and common areas. • Coordinate office moves, seating arrangements, facilities requests, and workplace support activities. • Submit and monitor facilities, technology, and service requests as required. • Support a positive workplace experience through responsive office coordination and administration. Responsibility Area #4 - Team & Event Coordination
• Provide administrative support to the Executive Assistant team and act as backup coverage as required. • Coordinate logistics for meetings, training sessions, conferences, workshops, and company events. • Support planning, ordering, setup, and coordination of employee functions and team activities. • Assist with company events, business meetings, catering coordination, and visitor management. • Support employee engagement initiatives and workplace culture activities. • Perform additional administrative duties and special projects as assigned. Required Knowledge/Skills/Abilities:
• High school diploma required. • Diploma or certificate in Office Administration, Business Administration, or a related discipline considered an asset. • 0-2 years of administrative, office coordination, customer service, or business support experience. • Experience supporting leaders, teams, office operations, or administrative processes considered an asset. • Proficiency with Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, Teams, and related business tools. • Strong organizational skills with the ability to manage multiple priorities and competing demands. • Strong attention to detail and commitment to accuracy. • Strong written and verbal communication skills. • Ability to maintain confidentiality and handle sensitive information with professionalism and discretion. • Strong interpersonal and customer service skills with the ability to build effective working relationships. • Ability to work independently while contributing effectively within a team environment. • Adaptability and initiative with the ability to anticipate needs and proactively support business objectives.