Administrative Coordinator

3 days ago

Toronto, Canada Halyard Inc. Full time

Halyard is a highly skilled multidisciplinary engineering company with services including project implementation, studies execution, design, procurement, cost control, program management, and commissioning predominately in the mining, recycling, and utilities sector.

We are currently seeking an Administrative Coordinator to provide daily administrative support to operational leadership, and project delivery teams. Reporting to the COO, you will be performing a range of duties, including but not limited to:
General Administrative & Documentation Support
- Provide daily administration support to Operational Leadership and project delivery team members
- Develop/reformat documents based on templates, some of a highly confidential/sensitive nature, with high degree of speed and accuracy
- Support a number of Strategic Objectives by updating files and holding the owners accountable for updates
- Responsible for the transfer of a number of financial, logistic and other documents to the appropriate teams and functions
- Copy and distribute internal and external communications
- Coordinate travel arrangements as required for site leadership and Operations employees
- Assist leadership with processing Travel and Expense Reports

Office Coordination & Technology Support
- Liaison between various internal and external entities to coordinate of office supplies, office access, and technologies
- Provide support in organizing all hand meetings, client meetings, and other events as required, including catering needs
- Manage visitor/guest access and processes
- Provide basic systems support, co-ordinating with our IT managed services provider

Project Support (as Required);
- Systems support for projects (i.e. time entry system adding projects / assigning project resources)
- Assist with monthly cost management and reporting for projects

Required Skills, Knowledge and Abilities
- Minimum 3 years Business Administration experience working with a leadership team
- Detail oriented
- Strong organizational / time management skills with an ability to handle multiple tasks and effectively balance priorities
- A self-starter with strong ability to work independently with mínimal supervision
- Proficient with Microsoft Office tools, specifically SharePoint, OneDrive, Outlook, Teams, and Microsoft Office (Word, Excel, PowerPoint, etc.)
- Strong aptitude and interest for learning new technologies
- Knowledge in formal documentation formatting, filing and tracking techniques
- Ability to maintain confidential and sensitive information with diplomacy
- Excellent interpersonal, communication, and problem solving skills
- Possesses strong decision-making ability
- Experience with organizing and coordinating formal meetings
- Knowledge of business travel & demonstrated experience in travel planning

Employment type: Permanent.

Location: Toronto, ON

The above statements reflect the general details considered necessary to describe the principal functions of the job identified. They shall not be constructed as a detail description of all the work requirements that may be inherent in the job. Employees will be expected to follow the direction of their supervisor and perform the assigned work that the Company deems them qualified to perform, in accordance with the Company’s values, job performance and key behaviour expectations.

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