Administrative Coordinator

2 weeks ago

Brampton, Ontario, Canada SPARK FREIGHT SYSTEMS Full time

We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team at SPARK FREIGHT SYSTEMS. As an Administrative Coordinator, you will play a vital role in ensuring the smooth operation of our office.

Job Overview

This is a permanent full-time position working 30-35 hours per week. The ideal candidate will have completed college or CEGEP, or possess a non-university certificate or diploma from a program of one to two years. We are looking for someone with less than seven months of experience, or equivalent experience.

Responsibilities
  • Coordinate the flow of information within the team by organizing and prioritizing tasks efficiently.
  • Direct staff by providing guidance and support to ensure they meet their responsibilities.
  • Manage mail and other materials by opening and distributing them promptly.
  • Train staff by developing and delivering training programs to enhance their skills and knowledge.
  • Evaluate and implement policies and procedures to maintain a productive work environment.
  • Record and prepare minutes of meetings, seminars, and conferences by accurately capturing key points and actions.
  • Determine and establish office procedures and routines by analyzing workflows and identifying areas for improvement.
  • Schedule and confirm appointments by managing calendars and coordinating with colleagues and external stakeholders.
  • Answer telephone calls and relay messages promptly by communicating effectively with clients and colleagues.
  • Answer electronic enquiries by responding to emails and other digital communication channels.
  • Compile data, statistics, and other information by collecting and analyzing relevant data.
  • Oversee the preparation of reports by working with team members to develop and disseminate critical information.
  • Order office supplies and maintain inventory by tracking stock levels and ordering new materials as needed.
  • Arrange travel, related itineraries, and make reservations by coordinating logistics and ensuring seamless experiences.
  • Greet people and direct them to contacts or service areas by providing excellent customer service.
  • Set up and maintain manual and computerized information filing systems by organizing and categorizing documents and data.
  • Type and proofread correspondence, forms, and other documents by ensuring accuracy and attention to detail.
  • Conduct research by gathering and analyzing information to inform decision-making.
  • Perform data entry by accurately capturing and recording data into various systems.
  • Provide customer service by responding to inquiries and resolving issues in a timely and professional manner.
  • Maintain and manage digital databases by ensuring data accuracy and security.
  • Conduct performance reviews by evaluating employee performance and providing constructive feedback.
  • Carry out administrative activities of the establishment by performing tasks that support the overall functioning of the organization.
Computer and Technology Knowledge
  • Microsoft Publisher: proficient in designing and creating publications.
  • MS Excel: skilled in data analysis and management.
  • MS Outlook: experienced in email management and calendar coordination.
  • MS PowerPoint: confident in presentation design and delivery.
  • MS Windows: familiar with operating system functionality.
  • MS Word: proficient in document creation and editing.
  • Accounting software: knowledgeable in financial management and reporting.
  • Electronic mail: skilled in email communication and management.
  • Inventory control software: experienced in stock management and tracking.
Work Conditions and Physical Capabilities
  • Fast-paced environment: able to thrive in high-pressure situations.
  • Work under pressure: experienced in meeting deadlines and handling multiple tasks simultaneously.
  • Tight deadlines: skilled in prioritizing tasks and managing time effectively.
  • Attention to detail: meticulous in ensuring accuracy and precision.
  • Work with minimal supervision: self-motivated and independent.
Personal Suitability
  • Ability to multitask: confident in juggling multiple responsibilities.
  • Excellent oral communication: skilled in verbal communication and interpersonal relationships.
  • Excellent written communication: proficient in written expression and documentation.
  • Flexibility: adaptable in response to changing priorities and demands.
  • Organized: efficient in managing time and resources.
  • Team player: collaborative and supportive of colleagues.
  • Reliability: dependable and consistent in meeting commitments.
  • Time management: skilled in prioritizing tasks and managing time effectively.
  • Adaptability: flexible in response to changing circumstances.
  • Accountability: responsible and answerable for actions and decisions.
  • Due diligence: thorough and careful in decision-making and action-taking.

The estimated salary range for this position is $45,000 - $55,000 per year, depending on experience and qualifications. If you are a motivated and detail-oriented individual who excels in administrative roles, we encourage you to apply for this exciting opportunity.

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