Administrative Coordinator

2 weeks ago


Toronto, Canada Halyard Inc. Full time

Halyard is a highly skilled multidisciplinary engineering company with services including: site studies, design, procurement, cost control, program management, implementation, construction management, and commissioning predominately in the mining, minerals processing, and utilities sectors.

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 administrative support to Operational Leadership and project delivery team members
- Develop, professionalize, and reformat company documents based on templates, some of a highly confidential/sensitive nature, with high degree of speed and accuracy
- Help to build and maintain Vendor Information database and Technical Documents database and
- Support a number of Strategic Objectives by updating files and holding the owners accountable for updates (bi-annual CV updates, consistent company branding etc.)
- Copy and distribute internal and external communications
- Coordinate travel arrangements, conference registrations, and client events, as required
- Assist in the processing Travel and Expense Reports

**Office Coordination & Technology Support**
- Liaise between various internal and external entities to coordinate of office supplies, kitchen supplies, office access, and technologies
- Help to ensure daily functions of the office are smooth and consistent
- Provide support in organizing all hand meetings, client meetings, and other events as required, including catering needs
- Manage visitor/guest access and processes
- Co-ordinating with our IT managed services provider

**Required Skills, Knowledge, and Abilities**
- Minimum 3 years Business Administration experience working with a leadership team
- Detail oriented
- Strong English language writing, editing, and proof reading skills, including business writing
- 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

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 detailed 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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