Administrative Coordinator

Location Address:
100 Queens Quay East, 9th Floor, Toronto

Number of Openings:
1

Pay:
$50, $81,560.00

Job Posting Description:
This is an onsite role
Contract: Duration 10 Months
Reporting through the Manager, Legal Innovation, the Administrative Coordinator will provide a professional administrative framework to support multiple high-level confidential administrative and operational activities to the broader legal and procurement services department. You will coordinate the department's expenses while monitoring annual budgets and preparing reconciliation reports. You will also maintain and coordinate numerous meetings and special projects and oversee various departmental matters.

If you are passionate about anticipating the needs of the team and preparing them for success, then this is the role for you

About The Role

• Maintain all departmental expenses and financial information; review and process all invoices into financial systems (Oracle / SAP) with accuracy and promptly.
• Prepare and monitor all department budgets and reforecasts and create monthly financial reports that capture actuals and any variances and/or discrepancies.
• Liaise with third-party suppliers to ensure payment processes are clear, invoices are processed, and payment is issued correctly within payment terms. For law firms, ensure retainer agreements are entered into in a form satisfactory to LCBO.
• Assist with the coordination, processing, and filing of procurement approval forms (including Direct Awards and Increases in Approved Contract Expenditures).
• Act as key point of contact within department for other business units and external parties to coordinate with for cross functional initiatives and activities.
• Assist with change management activities relating to new technologies, processes, and other initiatives.
• Organize several management meetings with all partners, including identifying attendees, creating invitation lists, arranging accommodation and meals and draft/distribute all related communications (agenda, memos, e-mails, maps, menus, etc.).
• Attend and document meetings by recording minutes, transcribing them into professional formats, distributing to participants and conducting follow-ups as needed. Support meeting preparation by gathering relevant data and helping create and assemble reports, presentation slides and other materials.
• Coordinates end-to-end hiring and staffing processes, including onboarding and offboarding, planning, requests, setup, distribution, and tracking of equipment, office supplies, software applications and network access to ensure smooth transitions.
• Coordinate any ad-hoc requests through Workday and AskHR systems for the department teams.
• Assist the Chief Legal Officer and provide support as required with respect to any external engagements and opportunities as well as calendar management, expense and other policy reporting and any travel arrangements, all in accordance with LCBO policies.
• Senior Director of Procurement also receives some level of administrative support.

About You

• Post-Secondary Diploma or Degree.
• Several years of experience supporting senior level executives.
• Highly developed organizational and time management skills to manage conflicting deadlines and multiple priorities in a fast-paced environment.
• Solid spelling, grammar, and proofreading skills.
• Ability to communicate effectively at all levels of the organization.
• Proven experience meeting numerous competing demands and deadlines.
• Ability independently with sound judgement, diplomacy, tact and confidentiality.
• Intermediate knowledge of computer processing, including Outlook, Word, PowerPoint, Excel, Teams, Oracle, SAP, and SharePoint.
• An understanding of budget reports and their preparation.

We offer a comprehensive suite of benefits, including:

• Access to an Employee & Family Assistance Program
• a Defined Benefit Pension
• Discounts on products and services via Workperk.

There is a world of opportunities at the LCBO…
Join an organization where you can be challenged while achieving your true potential. A place where you can make a positive impact supporting Ontario business and communities. Discover a safe, healthy, diverse, inclusive, and accountable workplace where your wellbeing is our top priority. At the LCBO, your contributions are respected and valued. Be part of our journey as we invest in people and technology to transform an organization. There really is a world of opportunities at the LCBO.

We foster a culture of inclusion and belonging, so everyone feels valued, respected, and heard. The LCBO is an equal opportunity employer and committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility of Ontarians with Disabilities Act. If contacted for an interview or employment opportunity, please advise if you require an accommodation.

Please submit your resume via Workday by 11:59pm on the deadline date. We appreciate your interest and advise that only those selected for an interview will be contacted.

Work Hours:
36.25

Union / Non-Union:
Non-Union

Job Posting End Date:
November 21, 2025

The LCBO is an equal opportunity employer and committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.