Administrative Coordinator

3 weeks ago

Chilliwack, Canada Aster Software Full time

**Administrative Coordinator**

[AKA Expert Organizer; Calendar Whisperer; Task Acrobat]

As the Administrative Coordinator, your day leads you on an epic quest to banish scheduling chaos, record the action from virtual and in-person meetings, and ascend to the next level of customer service excellence alongside teammates and customers across the globe.

Upon your arrival at the Aster office, you check in with Aster’s CEO and CTO to discuss priorities for the week, iron out the final details of a new customer’s contract, and ensure everything is covered for an upcoming customer demo. It may be a challenge to pin down answers from time to time but your persistent nature and strategic mindset keep things ticking

You scan the executives’ inboxes to tackle all time-sensitive tasks and requests, before switching your attention to preparing customer invoices and recording billable hours for your team. Lunch is spent chatting and sharing a laugh with a co-worker (a light-hearted joke is always welcome with this team).

With partners in multiple time zones, you and the executives you support aim to schedule meetings, collaborative work sessions, and travel considerations well in advance. With your superior planning skills, you wrap up your afternoon by getting a head start on the needs of the following days and weeks ahead - and leave for the day with a clear view of how you can continue to create clarity for your team and customers.

**Does this sound like a perfect workday?** If so, you are needed on our team in the role of **Administrative Coordinator**.

Aster Software is based in Chilliwack, BC, Canada, with developers and partners in The Netherlands and India. We design, develop, implement, and support information system solutions for the horticulture industry. Our purpose is to Turn Chaos into Clarity, Together. Join us in a positive, uplifting, and appreciative environment.

**Job Summary**:
As the **Administrative Coordinator**, you play an integral, front-line role in supporting our team and customers. Our values guide your daily actions and interactions with customers and collaborators. Together, the Aster team strives to bring clarity to horticulture businesses by implementing software and building long-lasting customer partnerships. You help make this possible with your friendly, professional, and proactive approach to every task.

**What You’ll Get From Us**:

- Passion and energy in a growing, tech-loving business
- A vision for the future with increasing expansion and innovation
- A dedicated team that is working together towards a common goal
- Excellent values, in a culture where our values are lived out daily
- Continuous training and career growth opportunities
- A competitive compensation package, including comprehensive benefits coverage

**What We Need From You**:

- Flexibility; seamlessly serving customers across time zones (PST, EST, CST)
- A strong work ethic founded on a passion to serve others
- Resourcefulness and curiosity in finding answers to questions
- Outstanding attention to detail/accuracy
- Ability to coordinate a wide variety of administrative, customer service, and assistant duties while managing competing demands and deadlines
- Excellent computer skills and eagerness to learn new technology
- Good judgment and well-developed analytical and decision-making skills
- Willingness to do whatever it takes to contribute to the team
- Global mindset; ability to appreciate and learn from different cultures and perspectives
- In-depth knowledge of MS Office and/or Google Workspace and Salesforce is an asset
- Valid drivers license

**Your Duties Will Include**:

- Managing work calendars for executives:

- Scheduling internal and customer meetings (virtual and in-person)
- Accepting and scheduling meeting invites to ensure efficient use of the executives’ time
- Effectively managing work and travel schedules; taking ownership of prioritization
- Coordinating projects
- Attending and overseeing meetings (virtual and in-person):

- Organizing offsite meetings as required
- Assisting with data collection and agendas prior to meetings
- Arranging room setup, food and beverage service, etc.
- Recording and distributing meeting minutes
- Assigning actionable tasks resulting from meetings; following up as required
- Ensuring the boardroom is ready and presentable at all times
- Receiving visitors, answering questions, and directing the appropriate next steps
- Preparing customer invoices (in collaboration with Accounts Receivable)
- Reconciling of credit card expenses (in collaboration with Accounts Payable)
- Ensuring billable hours are routinely and accurately recorded
- Reconciling project hours and monitoring across the team/billing account
- Assisting with the preparation of customer contracts
- Maintaining digital filing systems (e.g. customer files, contact records, notes, etc.)
- Assisting with the planning and preparation of catering and facilities for customer meetin

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