Administrative Coordinator

2 weeks ago

Alberta Canada, Canada Olsen Consulting Full time

Olsen Consulting is a fast-growing consulting firm specializing in providing advanced technology solutions to the construction industry. We pride ourselves on our team-oriented, innovative environment, where we work cross-functionally to deliver results for our clients. We’re looking for a Administrative Coordinator to support both marketing initiatives and administrative tasks. This role will work closely with the CEO and the leadership team to help us continue our growth.


Position Overview


The Administrative Coordinator will assist in drafting documents, refining and proofing documentation, processes, policies and funding applications. while providing high-level administrative assistance to the CEO and other team members.



Main Responsibilities:


Documentation and Process Management: Create, refine, and maintain clear documentation of workflows, policies, and procedures. Support policy review, updates, and implementation, ensuring compliance requirements are met and maintained.

Administrative Support: Focus on supporting routine (entry-level) accounting and HR tasks, as well as handling ad hoc administrative requests for the team.

Grant Support: Assist with the preparation and submission of grant applications, ensuring all documentation and requirements are completed accurately to support successful submissions.

Adaptability and Initiative: A self-starter who thrives in a fast-paced environment with shifting priorities and takes the initiative to tackle tasks proactively while seeking guidance when necessary.

Organization and Attention to Detail: Must be incredibly well-organized to manage multiple responsibilities without dropping balls and ensure accuracy in documentation, compliance requirements, grant applications, and administrative tasks.



Administrative Responsibilities:

• Provide comprehensive administrative support to the CEO, including managing calendars, scheduling meetings, and preparing detailed travel itineraries.

• Assist in composing, reviewing, and managing internal and external communications, ensuring accuracy, professionalism, and timely delivery.

• Organize and facilitate team meetings by preparing agendas, taking minutes, and ensuring follow-up on actionable items.

• Coordinate travel arrangements and company events (both internal and external), ensuring logistical details are handled efficiently.

• Pull reports, review processes, and contribute to operational tasks such as policy documentation, process improvements, and report distribution.

• Prepare NDAs, client proposals, quotes, and other business documents, ensuring they are completed on time and meet company standards.

• Proactively document processes and identify opportunities for automation, enhancing workflow efficiency and reducing manual effort.

• Manage digital files on OneDrive, maintaining an organized and accessible structure using established naming conventions.

• Handle sensitive information with discretion, exercising sound judgment and maintaining confidentiality.

• Take ownership of assigned tasks, independently developing plans, obtaining necessary approvals, and executing without requiring close supervision.


Key Performance Indicators (KPIs) for Success:


• Administrative Support Efficiency: Maintain an organized calendar for the CEO and ensure all travel arrangements are prepared accurately, with at least 95% on-time success rate for meeting deadlines and event coordination.

• Process Improvement: Contribute to process improvements and documentation, with measurable improvements in administrative efficiency or marketing processes within the first 6 months.

• Client Proposal Success: Assist in the preparation of client proposals, resulting in a 90% on-time submission rate and contributing to client win rates.


Compensation:

• Salary: $60,000 per year

• Bonus: Performance-based bonus opportunity

• Equity Incentive: Option to participate in the company’s equity incentive plan

• Extremely competitive comprehensive benefits package

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