Administrative Coordinator

2 weeks ago

Scarborough, Canada Dynamic Security Full time

**About the Role**

We are seeking a highly organized and proactive **Administrative Coordinator** to join our team. This is not a traditional receptionist role — while you will serve as the first point of contact at the front desk, you will also play a key role in **supporting operations, customer service, accounting, and digital transformation initiatives**.

**Key Responsibilities**

**1. Internal Administrative & Customer Support**
- Serve as the first point of contact for customers, answering inbound inquiries with strong service and communication skills.
- Provide first-level support for low-level technical issues before escalating.
- Use and optimize **business management software (CRM/ERP platform)** for customer account management, quotations, invoicing, scheduling, and workflow coordination.
- Assist in identifying and implementing automations and process improvements.

**2. Accounting Support & Customer Retention**
- Assist with **accounts receivable** functions, including recurring invoicing and payment follow-up.
- Handle customer cancellation requests with a focus on **retention efforts and upselling**.
- Support contract restructuring (e.g., transitioning customers from multi-year terms to annual/monthly).
- Ensure invoice communications are accurate, timely, and customer-focused.

**3. Digital Transformation & Process Optimization**
- Lead digitization projects to streamline workflows, including:

- Implementing digital signatures
- Training staff on digital workflows and online systems
- Collaborate with management to improve consistency and efficiency across departments.

**4. Workflow Standardization & Coordination**
- Act as a liaison between management and departments to ensure consistent communication and process alignment.
- Support the development and rollout of standardized workflows and best practices.

**5. Reporting & Operational Insight**
- Provide administrative and reporting support to the Operations Manager.
- Assist with business forecasting, accounting support, and invoice preparation.
- Ensure clear, value-added communication in all customer-facing documents.

**6. Training & Development**
- Help create and maintain training resources for internal teams.
- Facilitate continuous improvement in systems, tools, and workflows.

**Qualifications & Experience**
- **Languages**: Fluent in **English, Mandarin, and Cantonese** (required).
- 2-3 years of experience in administrative support, office coordination, or customer service.
- Experience with **accounts receivable** and recurring invoicing is strongly preferred.
- Proficiency with **business management or ERP/CRM software** — **SimPRO experience is an asset** (other examples: Salesforce, Dynamics, Zoho, Jobber, ServiceTitan).
- Strong organizational skills with the ability to prioritize multiple responsibilities.
- Comfort with digital tools, process digitization, and training others.
- Strong written and verbal communication skills, with a customer-oriented mindset.
- Experience in sales support or customer retention is considered an asset.

Pay: $19.00-$20.00 per hour

**Benefits**:

- Extended health care
- On-site parking

**Language**:

- Cantonese (required)

Work Location: In person

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