Administrative Coordinator

Administrative Coordinator

Vaughan, ON

Founded in 1991, the Mircom Group of Companies is North America’s largest independent designer, manufacturer and distributor of intelligent building and life safety solutions. Reaching customers in over 100 countries worldwide, our portfolio includes: fire detection & alarm, communications & security, mass notification, nurse call, and building automation & smart technologies.

Mircom’s mission is to save lives and protect property by providing a line-up of innovative and advanced solutions which are scalable to satisfy diverse user demands, from small buildings to the largest complexes. Our unwavering commitment to North American manufacturing enables us to offer the highest quality and best competitive value across our vast range of products and solutions.

Summary:

We are searching for a detail oriented coordinator that will provide administrative and coordination support to the Training Department, with additional support to Sales and Service teams for insurance and compliance documentation. The incumbent will oversee end-to-end training administration for internal and external customers, including recommending appropriate training options, processing registrations, maintaining training records and online platforms, issuing certificates, and responding to inquiries. They will support invoicing and billing activities in Microsoft AX and assists in maintaining and updating training policies and procedures. They will review and approve fire alarm panel programming key requests and provides basic troubleshooting support. They will also coordinate compliance documentation, including WSIB/WCB clearance certificates, Certificates of Insurance, vendor pre-qualification packages, health and safety compliance forms, and ongoing maintenance of corporate compliance records. This is a full-time role based from our head office in Vaughan, ON.

New Grads Welcome - Launch your career with us, a leader in fire and life safety solutions, as a detail-oriented Coordinator supporting training administration, billing, basic technical requests, and essential insurance/WSIB and health & safety documentation. Responsibilities:

• Advise and recommend most appropriate training type for customers.
• Process course enrolment requests and invoice/bill customers in Microsoft AX.
• Revise internal and external training policies and procedures.
• Issue training certificates to internal and external customers.
• Track all course enrolment requests while answering any questions from customers (Ie: training course content, registration policy, billing).
• Create and maintain training course registration pages on Mircom corporate website.
• Create and maintain training user accounts on Mircom Learn website.
• Assign free and paid training courses to both internal and external customers.
• Review and authorize fire alarm panel programming key update requests (Ie: Alternate ESD Waiver requests and Key Expiry Date requests)
• Review and authorize customer key order requests.
• Provide basic troubleshooting directions for updating programming keys to customers.
• Issue WSIB Certificates/WCB Clearance Letters to Sales and Service representatives.
• Authorize the creation and release of Certificates of Insurance.
• Complete pre-qualification forms, health & safety compliance questionnaires, and Supervisor Competency forms for Mircom Vendors.
• Provide Mircom Vendors with supplementary documents including: Form 1000, W-9 forms, WHMIS/Working at Heights/Health & Safety training certificates.
• Maintain and update corporate compliance requests on websites including: Complyworks, ContractorCheck and Avetta.

Requirements and Skills:

• Diploma/degree in Business/Office Administration, HR/Training, or related field (or equivalent experience).
• 2+ years’ experience in training administration/customer service or operations coordination.
• Experience processing registrations, maintaining training records, and issuing certificates.
• Billing/invoicing experience; Microsoft Dynamics AX (asset).
• Experience administering an LMS and maintaining online course registration pages (website/CMS).
• Experience with insurance/compliance documentation (WSIB/WCB, Certificates of Insurance, vendor pre-qualification) an asset.
• Strong customer communication and service skills; able to advise on training options and explain policies/billing.
• Highly organized with strong attention to detail; able to track and prioritize high volumes of requests.
• Sound judgment and confidentiality when reviewing/authorizing programming key and customer key order requests.
• Basic troubleshooting/problem-solving for programming key update support.
• Proficient with MS Office (Outlook, Excel, Word); familiarity with compliance portals (ComplyWorks/ContractorCheck/Avetta) an asset.

What Mircom offers:

• A great working environment
• Competitive salary
• Group Insurance benefits
• Company RRSP program

We would like to thank all applicants for their interest in this position however only those selected for interviews will be contacted.

At Mircom Group of Companies, we take a thoughtful and balanced approach to compensation. Salary ranges reflect the starting point for each role, while final offers are determined through a holistic assessment of the candidate’s skills, experience, qualifications, potential contributions, internal equity, and prevailing market conditions following the selection process. In addition to competitive pay, Mircom offers a comprehensive total rewards package that includes robust benefits coverage and RRSP.

Mircom Group of Companies is an equal opportunity employer that considers all applicants regardless of cultural background, religion, marital status, sexual orientation, family status, disability or any other grounds as outlined in the Ontario Human Rights Code. In compliance with the Accessibility for Ontarians with Disabilities Act, Mircom is committed to providing a welcoming and inclusive work environment for all individuals with disabilities in a respectful and dignified manner. Accommodations will be made available, upon request, to applicants who have specialized needs throughout the recruitment process.

Disclaimer: Mircom does not accept resumes from employment placement agencies, head-hunters or recruitment suppliers that are not in a formal contractual arrangement with us. Our recruitment supplier arrangements are restricted to specific hiring needs and do not include this or other job postings. Any resume or other information received from a supplier not approved in advance by Mircom to provide resumes to this posting or web-site will be considered unsolicited.