Administrative Coordinator

About This Opportunity

The Coordinator, Administration works hand-in-hand with the General Manager, sales team, finance, and office staff to keep day-to-day operations running smoothly. In this collaborative role you will coordinate team activities by scheduling meetings, building agendas, capturing action items, and distributing timely sales reports so everyone stays aligned. You’ll keep communication flowing by managing the main phone line and promptly routing or responding to inquiries from employees, visitors, vendors, and the public. Partnering closely with Finance, you will help prepare daily and weekly sales and financial snapshots, process accounts payable and receivable in SAP, and maintain shared dashboards that give the business clear visibility into performance. You’ll also transform data into concise PowerPoint decks that support informed decision-making at leadership meetings, while pitching in wherever needed to provide seamless administrative assistance to senior management and colleagues across the office.

Responsibilities

• Process complex administrative project assignments.
• Maintain various departmental database systems and lists.
• Maintain strict confidentiality on highly sensitive matters.
• Create and enter data into spreadsheets.
• Create and handle presentations, complex reports, confidential correspondence, and files.
• Interface with customers and maintain internal and external relationships.
• Coordinate meetings and travel arrangements, and maintain the department calendar.
• Manage expense reports.
• Administer programs, projects, and/or processes specific to the operating unit served.
• Serve as scribe as required to document meeting minutes and action items.
• Create accounts, submit pricing, and place orders.
• Process price adjustments through the Price Deviation Request (PDR) tool.
• Create various spreadsheets and tracking reports.
• Fulfill miscellaneous administrative requests as required.
• Track customer marketing spend.

Qualifications

• Related post-secondary education or equivalent experience required
• 1+ years of experience in an office admin/executive assistant role
• Demonstrated experience in coordinating projects
• Advanced knowledge of Microsoft Office (MS Word, Excel and PowerPoint) applications
• Excellent phone etiquette and customer service focused
• SAP knowledge an asset