Administrative Coordinator

We are looking for an Administrative Coordinator within our satellite systems team at our Montreal office.

Role:

Provide secretarial services and administrative support to managers, members of their department as well as those located nearby. Knowledge of routine office work and understanding of the organization, its programs and procedures, where applicable. Work autonomously with minimal supervision and detailed instructions.

Responsibility:

• Prepare, review and update various reports (daily, weekly and monthly) related to the department.
• Perform data entry into various internal systems.
• Make purchase requests, prepare proposals, shipping orders.
• Process travel requests and obtain necessary approvals.
• Perform budget follow-ups.
• Proofread and revise correspondence. Preparation, drafting, layout and translation of various documents related to the service.
• Participate in team meetings as needed, follow up as necessary. Record and prepare meeting minutes.
• Prepare presentations for meetings, reports and other related documents based on guidelines provided by the manager.
• Coordinate the internal circulation of information received by email or mail.
• Answer requests received by phone and email. Forward phone calls and messages to the appropriate people.
• Schedule and confirm appointments, interviews, meetings and teleconference meetings and reserve rooms.
• Obtain approvals for invoices and be able to answer questions regarding expenses. Perform budget follow-ups.
• Prepare expense account reports and distribute cheques.
• Prepare for visitor visits and required documentation if necessary. Welcome visitors and direct them to the appropriate person.
• Order office supplies and maintain inventory according to the allocated budget. Coordinate the purchase of equipment for new employees if applicable.
• Organize, manage and maintain electronic and paper filing of documentation. Keep records up to date according to department needs including archiving files.
• Prepare and transmit catering service orders.
• Provide replacement at the main reception.
• Prepare, support and carry out, as needed, the onboarding of new employees, including but not limited to: IT request forms, equipment delivery and onboarding sessions.
• Manage, maintain and coordinate the payment of contractor and consultant invoices, including but not limited to: hours verification, approval process.
• Any other related tasks specific to each function and according to the assigned department.

Minimum required qualifications:

• College diploma in office automation or equivalent.
• Two (2) or more years of experience in administrative support or secretarial work.
• Team spirit.
• Proactive, dynamic, resourceful and autonomous person.
• Able to manage time and deadlines.
• Able to work without direct supervision.
• Superior advanced knowledge of the following software: Word, Excel, PowerPoint, ERP, Visio, Acrobat, etc.
• Practical knowledge of office skills.
• Excellent interpersonal and communication skills, including the ability to deal with all levels of the organization and external clients.
• Possess good judgment.
• Must be flexible and open to change.
• Good knowledge of French and English orally and in writing.

#LI-PP1

Special considerations:

Successful candidates must obtain and hold a reliability status security clearance and successfully pass the security assessment for the Controlled Goods Program (CGP) and ITAR.