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Administrative Coordinator

3 months ago

Montreal, Quebec, Canada Randstad Canada Full time

Position Overview:
The Administrative Coordinator plays a pivotal role in supporting the VP of Legal and coordinating daily administrative activities. This position requires meticulous attention to detail, exceptional organizational skills, and the ability to manage multiple priorities effectively.

Advantages

  • Weekly insurance benefit of $10
  • Affordable insurance starting from the first day of employment.
  • Employees have access to a cafeteria within the office premises.
  • The office provides a gym facility for employees to use.
  • Employees have access to an onsite clinic.
  • Enjoy a twoweek vacation with an additional 5 paid sick days.
Responsibilities
KEY RESULT AREAS & RESPONSIBILITIES

Administrative Support:

  • Coordinate meetings and activities on the VP's agenda.
  • Manage travel arrangements for VPs and General Counsel (approval in SAP Concur, booking).
  • Organize logistics for Legal and CORA monthly meetings.
  • Track NDAs related to Projects (DocuSign, update lists monthly).
  • Act as backup for President and VP HR's EAs.

Key Performance Indicators:

  • Timely coordination & communication.
  • Timely booking.
  • Planning & Organization skills.
  • Effective tracking and monitoring of projects & tasks.

Vendors, Invoicing & Purchasing Orders Management:

  • Send Finance monthly report for Litigation budget accruals.
  • Align with Legal and CORA on budget projections and approvals.
  • Prepare templates to support budget processes.
  • Liaise with vendors/suppliers.
  • Monitor budget expenditures and ensure accountability.

Key Performance Indicators:

  • Effective budget monitoring and expense tracking.
  • Accuracy in vendor data quality.
  • Compliance with vendor procedures and policies.
  • Timely vendor payment tracking based on agreements.
  • Timely resolution of systemrelated issues.

System/Transactional Operations:

  • Establish vendor processes.
  • Create and manage Legal and CORA purchase orders with local vendor owners.
  • Process invoices for PO and nonPO vendors with procurement.
  • Monitor Finance reports to unblock invoices.
  • Track vendor retainers and resolve system issues.

Key Performance Indicators:

  • Effective management of P-Card and AMEX.
  • Accuracy in reporting and coding expenses.
  • Timely support for key stakeholders.

Processing and Coding Expenses:

  • Efficiently manage P-Card transactions in Barclay.
  • Complete Expense Reports for VPs and General Counsel.
  • Provide general administration support to Legal and CORA team (AMEX process for new employees).

Key Performance Indicators:

  • Accuracy in data quality of expenses.
  • Compliance to Vendor procedures and policies.
  • Effective tracking of vendor payments based on agreements.
  • Ability to resolve problems in a timely manner.
Qualifications

  • Must be willing to relocate and report to our Head Office in Montréal.
  • Must possess the legal right to work in Canada.

Education:

  • Higher Secondary Studies (high school diploma or equivalent).

Desirable Qualification:

  • Studying toward obtaining a certificate in secretarial or administrative duties.
Summary
Does this job interest you?
Do not hesitate to send me your resume at :

Mentioning that the position is:
Inside Sales

Randstad is Canada's largest employment agency, and each consultant is a specialist in his or her field.

Not only will they be able to help you in your job search, they'll also be able to advise you on how to find a job that matches your skills.

As occupational health and safety is one of our top priorities, you'll also have access to our completely free online training.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada.

As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees.

In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.


Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle.

We ask that all job applications please identify any accommodation requirements by sending an email to to ensure their ability to fully participate in the interview process.