Administrative Coordinator, Surveillance

**Job Title**:Administrative Coordinator**, **Surveillance Investigations

**Reports to**: Surveillance Manager

**Summary**

The Administrative Coordinator, working closely with the Surveillance Manager, will play a pivotal and central role by offering comprehensive administrative support to the Surveillance department. This support extends to the Manager, Investigators, and other staff, such as report writers.

Further, the Administrative Coordinator will collaborate externally with Clients and partners to coordinate work efforts and ensure investigations are completed within the required time frames achieving high levels of client satisfaction.

This will be accomplished by following operating procedures, organizing multiple priorities and provide high levels of support to clients and investigators.

**Core Competencies**
- Attention to Detail
- Ability to Prioritize
- Time Management
- Communication Skills
- Organization
- Teamwork
- Strategic Thinking

**Job Duties**
- Facilitate and streamline the efficient management of all administrative tasks falling under the purview of the Surveillance Manager.
- Cultivate and nurture relationships with various stakeholders, including the Executive Team, Investigators, Clients, and third-party vendors, ensuring a seamless and efficient investigative process.
- Juggle multiple priorities encompassing tasks like meticulous data entry, upkeep of shared mailboxes and drives, and efficient execution of day-to-day responsibilities, all while maintaining utmost confidentiality.
- Strategically prioritize files by comprehensively assessing one's workload and aligning with the priorities established by management.
- Efficiently orchestrate the management of surveillance files from intake to invoicing, guaranteeing a smooth and streamlined workflow.
- Review employee and contractor expenses for timely input, accuracy and budget alignment for the purpose of invoice generation
- Generate and manage client invoices
- Provide extensive support to Surveillance Investigators, extending assistance in technology-related matters, expense submissions, and the compilation of videos and reports.
- Compile, update and distribute reports in collaboration with the Surveillance Manager
- Handle arbitration requests by compiling and promptly sending requested materials.
- Perform comprehensive open-source preliminary reports to prepare files for investigations, and execute search requests for investigators throughout ongoing investigative processes.
- Execute with due diligence, ensure data integrity, and recommend solutions to enhance existing surveillance processes.

**Education and Experience**
- 5-7 years of administrative experience (experience in insurance claims, investigations or background screening preferred)
- University or College education (Criminology, Police Foundations, Business Admin or Project Management preferred)
- High level of comfort and proficiency in basic mathematical concepts
- High level of comfort and proficiency with technology (i.e. Microsoft)

**Working Conditions**
- Hybrid: 3 days in office and 2 days remote
- Ability to work a flexible schedule that includes evenings and weekends as required
- Ability to work independently and as part of a team
- Capacity to attend and conduct meetings, both virtual and in person

**Salary**: $40,000.00-$50,000.00 per year

**Benefits**:

- Casual dress
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care
- Work from home

Schedule:

- 8 hour shift
- Monday to Friday
- Weekends as needed

Work Location: Hybrid remote in Pickering, ON L1V 0C4