Client Service and Administration Coordinator

**Summary**:
Sigma Analytical Services Inc. is seeking a motivated, customer-focused, highly organized, and well-rounded individual to join our team as a Client Service and Administration Coordinator. The role requires strong interpersonal and communication skills, high attention to detail, organizational abilities, and the capacity to thrive in a fast-paced and dynamic environment. The new hire will be responsible for providing exceptional customer service, managing client projects and accounts, and ensuring office operations run smoothly. In this role, you will work closely with the leadership team, finance team, and various departments to ensure the company meets its goals.

Please note that this is an in-office job.

Working location: Toronto, ON

**The Role**:
**Client Service**:

- Respond directly or indirectly to client inquiries and requests, prepare client meeting packages, be proactive with client communication and service.
- Ensure client administration and service responsibilities are being met in an efficient and professional manner.
- Draft and coordinate finalization of client proposals
- Both draft and manage client projects, in tandem with Quality and Lab Manager, such as stability studies, method development and validations, R&D projects, and more.
- Receive sample submission requests, review, and consult QA Manager/Lab Manager where appropriate, to approve.
- Communicate/work with Finance team to ensure accurate processing of client payments and track overdue amounts for next action.
- Prepare weekly reports for the President, focused on Accounts Receivable and take follow-up actions as appropriate, ranging from follow-ups to submitting the file to Sigma’s commercial collections service.

**Administration**:

- Work with the Lab Manager and President in tracking tests, samples, and projects, and support Administrative Coordinator in preparing internal and external reports
- Complete a broad variety of administrative tasks for the leadership team, including managing calendars, assisting with travel arrangements, and completing expense reports, etc.
- Communicate directly on behalf of leadership team members with internal and external stakeholders
- Help prepare for meetings and accurately record minutes of meetings.
- Administer accounts payable and receivable independently or in collaboration with Finance team
- Collaborate effectively with HR, Finance and IT teams
- Prepare, file, and retrieve reports, records, documents, memos, invoices, and letters.
- Management of office operations and environment to ensure the office runs smoothly and is always orderly and professional
- Receive and record incoming samples in company’s database system.
- Maintain office and lab supplies and marketing materials inventory, order and manage a records database.
- Receive, sort, and distribute mail and other documents,
- Point person to receive any visitors to the office (very few walk-ins).
- Processing orders and data entry

**Knowledge/Skills Qualifications**:

- A minimum of 3 years of experience in an administrative capacity or with internal/external clients.
- Quality Testing or Professional Services environment experience is considered an asset
- Proficient with MS Office (Word, Excel, Outlook, familiarity with PowerPoint is considered an asset)
- Strong organizational skills and a high level of attention to detail and accuracy.
- Excellent verbal and written communication skills in English. Proficiency in French is considered an asset.
- Communication skills: The ability to communicate clearly and concisely, both verbally and in writing. This is important for keeping clients informed and resolving issues to their satisfaction.
- Problem-solving skills: The ability to identify the root cause of a problem and develop a solution. This is essential for resolving client complaints effectively.
- Demonstrated ability to work independently with limited supervision and manage multiple tasks simultaneously, and proven skills in organization and time management
- Professional phone answering manner, active listening skills, and the ability to convey information accurately
- Ability to prioritize conflicting needs and handle matters proactively
- Bookkeeping knowledge and experience, and familiarity with QuickBooks are considered an asset

**Requirements**:

- May be required to occasionally work beyond the standard work day.
- Ability to build and maintain effective working relationships with team members and external stakeholders.
- High degree of personal responsibility and accountability.
- Ability to exercise good judgment, tact and diplomacy with both internal and external stakeholders.
- Ability to recognize opportunities for improvement - improving work execution and customer service processes and solutions.

**Position Benefits**:

- Join a high-growth and fast-paced organization and industry
- Competitive salary and benefits
- Potential for growth within the company

**Work authorization**
- C