Administrative Coordinator

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.