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Bilingual Administrative Coordinator

2 months ago

Toronto, Canada Alexa Translations Full time

**About Us**:
Alexa Translations is a leading translation service provider that helps the world’s largest and most prestigious legal, financial, and government industries with translation solutions that elevate the way they do business. Since 2002, we have grown our reputation by forging long-term relationships built on trust. Helping our clients reach their business goals is the foundation of our success.

**Position Summary**:
This position will provide confidential executive-level administrative and professional support to the CEO, VP of Client Success, and Sr. Director of Business Development, and ad hoc support to various business entities.

**Qualifications**:

- College diploma, university degree, or equivalent.
- Excellent written and verbal communication skills in English and French.
- 2-4 years of administrative experience working in a law office or corporate environment.
- Calendar management and scheduling experience.
- Superior organizational skills and attention to detail - able to work on multiple projects simultaneously, meeting tight deadlines, managing changing priorities, and working under pressure.
- Experience dealing with middle managers and senior managers.
- Comfortable on the phone with the ability to provide thoughtful, friendly, and professional customer service.
- Proficient in Microsoft Suite (Word, Excel, PowerPoint) and Google Suite (Gmail, G-drive).
- Ability to work independently and as part of a team.
- Being bilingual in English and French is required.

**Principle Responsibilities and Duties**:

- ** Administrative, Facilities, and Financial Management**:

- Coordinate and oversee administrative duties such as filing, record-keeping, and data entry.
- Manage office supplies inventory and place orders as necessary.
- Ensure the office premises are clean, organized, and properly maintained.
- Coordinate with building management for repairs and maintenance.
- Oversee office security, including access control systems and surveillance.
- Assist in budget preparation and monitoring of office expenses.
- Process invoices, expense reports, and reimbursements promptly.
- Maintain accurate records of financial transactions and expenditures.
- ** Staff Support**:

- Provide administrative support to staff members as needed, including scheduling meetings, making travel arrangements, and preparing documents.
- Assist in the onboarding process for new employees, including setting up workstations and providing necessary resources.
- Act as a point of contact for staff inquiries and concerns, directing them to the appropriate department or person.
- Collect and sort incoming mail.
- Maintain electronic and physical filing systems.
- Update contact lists and databases regularly
- ** Policy Compliance**:

- Ensure compliance with policies, and regulations, and promote ethical behaviour among staff. Keep updated with regulatory changes and make necessary adjustments to office procedures.
- ** Communication, Emergencies, and Revisions**:

- Regularly communicate with staff and other departments. Keep management informed on office operations and emergencies. Develop and review emergency procedures and conduct regular drills. Get feedback from staff and management to make improvements.

**Hours of Work**:

- Alexa Translations' hours of operation are 9:00 am - 5:30 pm Monday to Friday.
- This is an on-site position, the Administrative Coordinator will need to be available at the Toronto office 5 days a week.

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