Administrative CoordinatorCarInspect • Montreal, QC, Canada
Administrative Coordinator
CarInspect • Montreal, QC, Canada
Il y a 20 jours
Type de contrat
- Temps plein
Description de posteTrack invoices, expenses, and payments Pay suppliers and follow up on outstanding payments Invoice clients and monitor payment status Support basic bookkeeping and liaise with the external accountant Assist with tax-related documentation, duties, and compliance follow-ups Post offers, schedule interviews and coordinate with candidates Prepare offer letters and basic employment documents Support onboarding and offboarding of employees and contractors Track vacation, sick days, and basic HR records Act as a first point of contact for administrative HR questions Maintain clear financial records and ensure operational accountability Manage internal tools and subscriptions (Notion, Google Workspace, Slack, CRM,Bitwarden, etc.) Ensure access rights are properly managed and documented Support process documentation and continuous improvement Help structure workflows and internal systems as the company grows Provide day-to-day administrative support to founders and team leads Help unblock team members on non-technical, non-strategic tasks (administrative and operational support) Help coordinate teambuildings, events and business travels Support new projects or responsibilities that may arise as the company grows Ability to make light website updates (WordPress : content edits, formatting, simple pages) High rigor & attention to detail : you deliver accurate work (docs, contracts, invoices), spot errors, and are comfortable with numbers (invoicing, expense tracking, basic bookkeeping support). Reliable and accountable : you follow through, meet deadlines, and take ownership of critical tasks until they’re completed. Strong prioritization & time management : you can juggle multiple requests, communicate trade-offs clearly, and keep things moving without dropping the ball. Adaptable startup mindset : you stay effective despite ambiguity, shifting priorities, and changing processes. Clear, professional communicator : especially in writing (email / Slack) with candidates, suppliers, partners, and internal teams. Proactive “doer” : you anticipate needs, take initiative, and execute fast with good judgment—without needing constant direction. Comfortable with variety (and repetition) : you enjoy diverse responsibilities and can stay focused and consistent during admin-heavy or repetitive periods. Warm, people-smart, and trust-building : approachable and emotionally intelligent; you help create a positive team atmosphere, welcome new hires naturally, and communicate with tact depending on the person and situation. Intellectual honesty : open to feedback, comfortable saying “I don’t know,” able to admit mistakes, and able to name real areas for improvement. Relevant experience : previous roles in administration, office management, operations, or HR support are a strong plus. On-site availability : able to come to the office (Plateau Mont-Royal) at least 3 days per week . Group insurance plan , including health and dental coverage Paid vacation Hybrid work model (office + remote)
Who is CarInspect?
CarInspect is a fast-growing startup based in Montreal and a leading mobile vehicle inspection company in North America. Our mission is to help businesses handle vehicle inspections—a recurring need but non-core part of their operations—more efficiently and reliably.
Our marketplace connects inspection requesters (both businesses and individuals) with certified inspectors and mechanics across North America, offering multiple types of inspection services.
Founded four years ago, we now serve clients in Canada and the United States, with a goal of doubling our revenue by 2026.
Our Culture
As a small team (around 10 people), everyone plays a meaningful role in shaping CarInspect’s culture and day-to-day success.
We operate in a dynamic startup environment where execution matters, wins are celebrated (big and small), and learning happens fast.
Our core values are :
Positivity : You maintain a constructive, solution-focused attitude and bring good energy to the team, even in challenging situations, creating an enjoyable, respectful work environment.
Intellectual honesty : You are transparent about facts, limits, and mistakes and take responsibility for outcomes instead of blaming external factors or circumstances.
Action orientation : You just do it! You prioritize execution and progress over over-thinking and analysis, moving quickly to test and iterate.
Less is more : You believe in it and focus on quality and impact over quantity.
We believe in a strong, on-the-ground office culture. This role requires being comfortable coming to the office at least three days a week.
We’re looking for someone who genuinely fits our culture and wants to grow and become a long-term pillar of CarInspect.
What you’ll do?
You will work closely with Adelaide, cofounder and COO, supporting her in her day-to-day. Here are the main responsibilities you will work on :
1. Administrative & Documentation Support
- Prepare and maintain documents, reports, contracts, and presentations
- Ensure internal documents are up to date, accessible, and structured
- Apply for subsidies, grants, and government programs (with guidance from founders / accountants)
2. Finance & Accountability
3. People & HR Support
4. Tools, Systems & Internal Operations
5. Cross-Team & Founder Support
Profile We’re Looking For
What We Offer
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Administrative Coordinator • Montreal, QC, Canada
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