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Administrative Coordinator

2 months ago

Halifax, Nova Scotia, Canada Bluedrop Training & Simulation Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team at Bluedrop Training & Simulation. As an Administrative Coordinator, you will be responsible for providing administrative support to our office operations, ensuring the smooth day-to-day functioning of our business.

Key Responsibilities
  • Office Management:
    • Manage office requirements for BTSI Head Office operations, including being the main point of contact for maintenance inquiries and working with Building Management.
    • Manage mailing, shipping, and receiving, ensuring proper track records for both courier and international shipments.
    • Purchase office supplies and materials, and stock necessary areas of the office.
    • Provide basic technical support for standard office equipment.
  • Meetings and Events:
    • Organize and schedule meetings for various members of the team when requested.
    • Ensure the boardrooms and meeting rooms are set up and functional as required.
    • Organize any office event or functions as required.
  • Reception and Security:
    • Answer the main phone line and direct calls as needed.
    • Greet visitors and clients, while having knowledge of any movements in and out of the office.
    • Maintain security visitor logbook and visitor badge tracking.
  • Financial Accounting:
    • Process accounts payable, including purchase order processing, purchase invoice matching and posting, and monthly account reconciliation.
    • Process expense reports, ensuring compliance with company policies and procedures.
    • Process accounts receivable invoices, send monthly statements, and follow up on outstanding accounts.
    • Prepare monthly credit card reconciliations.
    • Prepare financial working papers for the monthly financial period close.
    • Maintain filing systems, electronic and manual.
    • Reconcile and monitor US subsidiary bank accounts, ensuring NetSuite records are up to date daily.
Requirements
  • Certificate, Diploma, or degree in Office Management or related field.
  • 1-3 years of experience in an administrative role.
  • Ability to multitask in a fast-paced environment.
  • Strong working knowledge of O365.
  • Excellent organizational and administrative skills.
  • Strong communication and problem-solving skills.
  • Ability to work as a team member and independently.
  • Knowledge of accounts payable and general accounting procedures.
  • Ability to obtain a Government of Canada Security Clearance.