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Administration Officer

2 weeks ago

Richmond Hill, Canada Financial Debt Recovery Ltd. Full time

**Position Overview**:
The Chief Administration Officer (CAO) Plays a key leadership and support role within the organization, serving as a strategic assistant to the Client Services Manager and ensuring the smooth coordination of day-to-day operations at the head office. This role is e4ssential for driving administrative efficiency, supporting client services initiatives, coordinating with internal departments, and enhancing business development efforts within a dynamic collections environment.

**Key Responsibilities**:
**Support to Client Services Manager**
- Act as the primary administrative support to the Client Services Manager, managing schedules, correspondence, and project follow-ups.
- Assist in preparing reports, tracking performance metrics, and maintaining key documentation related to client accounts and service delivery.
- Coordinate communication between the Client Services manager and other departments, ensuring timely information flow and execution of directives.

**Head Office Coordination**
- Oversee the day-to-day administrative functions of the head office, ensuring smooth operations and adherence to internal policies.
- Manage office resources, supplies, and vendor relationships to support optimal working conditions.
- Coordinate meetings, internal communications, and documentation to support executive and departmental activities.
- Ensure compliance with company policies, client service standards, and regulatory guidelines specific to the collections industry.

**Administrative Leadership**
- Develop, implement, and refine office procedures to enhance efficiency and consistency across departments.
- Support onboarding and training of new administrative staff, promoting high standards of service and professionalism.
- Maintain accurate and up-to-date records, including internal logs, compliance documentation, and audit-ready files.

**Project and Process Support**
- Participate in special projects and company initiatives that require cross-functional collaboration.
- Identify opportunities to improve internal workflows and support the implementation of new administrative tools or systems.

**Sales Team & RFP Support**
- Collaborate with the Sales Team to prepare, write, and submit high-quality Requests for Proposals (RFPs), ensuring accuracy, compliance, and timely delivery.
- Maintain a library of proposal templates, responses, and supporting documents to streamline future submissions.
- Assist with the coordination of sales-related presentations, documentation, and follow-ups with prospective clients.
- Support business development initiatives by providing administrative assistance, data analysis, and research as required.

**Qualifications**:

- Proven experience in an administrative or operational leadership role, ideally within the collections or financial services industry.
- Strong organizational, time-management, and communication skills.
- High level of discretion and professionalism in handling sensitive information.
- Proficiency in Microsoft Office Suite and CRM systems.
- Strong writing and editing skills, especially in preparing RFPs and professional documents.
- Ability to work independently while supporting cross-functional teams.

**Preferred Experience**:

- Experience in a support role to senior management or client service leadership.
- Familiarity with collection agency operations and regulatory compliance requirements.
- Demonstrated success in managing office functions, proposal writing, and supporting sales teams.

**Join Us**

**Job Types**: Full-time, Permanent

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- On-site parking

Work Location: In person