Administrative Coordinator- Pointe Claire

We are seeking a detail-oriented and highly organized professional to join our team. This role is the backbone of our daily operations, ensuring that our documentation is precise, our communication is seamless, and our financial workflows are handled with accuracy. The ideal candidate is a proactive problem-solver who thrives in a fast-paced environment and takes pride in maintaining a professional office atmosphere.

Advantages
Monday-Friday 8:00AM-4:30PM or 8:30AM-5PM
Benefits (Medical, Dental)
Competitive Salary 55,000$-65,000$ (based on experience)
Performance Bonus
2-3 weeks vacation (based on experience)
Work for a leader in the industry
Work for a growing organization

Responsibilities
Administrative & Clerical Support
Document Management: Maintain, organize, and update physical and electronic filing systems to ensure all records are current and easily accessible.

Office Logistics: Monitor and order office supplies, manage inventory, and ensure the workspace remains organized and efficient.

Correspondence: Manage incoming and outgoing mail; prepare, format, and proofread routine memos, reports, and professional documents.

Equipment Operation: Oversee the use of standard office machinery, including scanners, photocopiers, and fax machines.

2. Data Entry & Record Keeping
Data Accuracy: Input and update information across company databases and management systems with high attention to detail.

Spreadsheet Management: Utilize Microsoft Excel to track data, perform basic analysis, and compile consolidated reports.

Schedule Monitoring: Maintain rigorous records of deadlines for various accounts, documents, and internal schedules.

3. Communication
Reception: Act as the first point of contact by answering phones, greeting visitors, and directing inquiries to the appropriate departments.

Scheduling: Manage complex calendars, coordinate appointments, and assist in the planning of meetings and company events.

Information Flow: Disseminate general information to clients and the public via phone, email, or in-person service counters.

4. Financial & Accounting Operations
Transaction Oversight: Review, verify, and match timesheets, packing slips, purchase orders, and invoices to ensure compliance with company guidelines.

Accounts Payable (AP): Process vendor invoices, code expenses to correct general ledger (GL) accounts, set up payment runs (checks/ACH), and resolve billing discrepancies.

Accounts Receivable (AR): Generate and issue customer invoices, post daily cash receipts, monitor aging reports, and conduct polite collection follow-ups on overdue accounts.

Bank & Account Reconciliation: Perform monthly reconciliations of bank statements, credit card accounts, and petty cash to ensure internal records match financial institutions.

Payroll Assistance: Assist in processing payroll by verifying hours worked, tracking paid time off (PTO), and preparing payroll data for final approval or third-party processors.

Expense Management: Review and process employee expense reports, ensuring valid receipt documentation and adherence to company travel and entertainment policies.

Document & Audit Support: Prepare and issue official financial documents (permits, receipts, work charts) and pull supporting documentation for internal or external year-end audits.

Qualifications
Strong command of the Microsoft Office Suite (Word, Excel, Outlook).

Bilingual (English and French) (written and spoken)

English-speaking internal and external [clients/partners/employees] located outside Quebec on a [daily/regular] basis

Organizational Mastery: Proven ability to manage multiple priorities and meet strict deadlines.

Communication: Excellent verbal and written communication skills with a focus on professional etiquette.

Accuracy: for detail, particularly regarding data entry and financial documentation.

Experience: Previous experience in an administrative or clerical role is preferred.


Summary
Why Randstad?

There are a lot of good jobs, great companies and great bosses.
At Randstad, we're here to help you find the right fit.

If you don't have a Randstad profile yet and are interested in this position, we invite you to call us at 514.695.3315 and ask for Brandon or Sean to arrange a meeting with you. You can email your resume to brandon.freger@randstad.ca / sean.lynch@randstad.ca

Please add us on LinkedIn
- https://www.linkedin.com/in/sean-lynch-370492126/
- https://www.linkedin.com/in/brandon-freger-ba340392/

For a complete list of all available jobs by division, visit www.randstad.ca.

We look forward to hearing from you

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.