City Clean is seeking a full-time Administrative Coordinator responsible for performing general office administration duties, where ensuring adherence to established processes and maintaining data accuracy and integrity is critical to the role.
Reporting to the Customer Experience Manager, the Administrative Coordinator plays a key role in providing superior customer service and administrative support. This position requires a quick learner with strong technical, organizational and time management skills, as well as the ability to maintain good customer relations, communicate clearly, and manage departmental processes effectively.
The ideal candidate for this position is highly dependable, capable of managing multiple tasks efficiently, and has a strong sense of urgency for meeting deadlines with accuracy. Consistency in following processes and attention to detail are essential qualities for success in this role.
Responsibilities:
- Support administrative staff by managing workflow, providing guidance, and ensuring tasks are completed efficiently
- Provide customer service support and strive to continuously improve customer satisfaction while adhering to policies, procedures, and guidelines
- Assist with month-end closing, invoice processing, and daily route processing
- Demonstrate a fundamental understanding of accounting principles while supporting and overseeing accounts receivable, ensuring aging metric targets are achieved, and managing escalations efficiently, including handling accounts that proceed to small claims.
- Review and ensure all administrative data entry is accurate and complies with outlined policies and procedures
- Ensure the smooth and efficient operation of in-house shredding, printers, courier services, and mail outs while maintaining an organized and orderly office environment
- Responsible for company-wide purchasing and ensuring optimal inventory levels are maintained for efficient operations
- Responsible for cross training administrative staff to ensure proper coverage of administrative functions
- Provide office support functions, including maintaining software and hardware, including scheduling maintenance, product renewals and/or purchases where applicable
- Ensure all IT equipment is functional, providing support to employees as needed, including liaising with an external IT company
- Liaise with vendors, including cleaning services, vending companies, and technicians, as needed
- Manage the company’s calendar of events, supporting the planning of in-house and off-site activities, including organizing staff celebrations, team-building events, logistics coordination, purchasing gifts, and booking event spaces.
- Implement and enforce all City Clean values policies, procedures, and protocols.
- Other duties as assigned.
Skills
- Process-driven, with a strong focus on efficiency and accuracy in all tasks
- Outstanding organizational and time management skills with the ability to prioritize tasks, delegate effectively, and maintain a strong focus on meeting deadlines
- Strong ability to ensure adherence to established processes and procedures
- Excellent problem solving, analytical and consultative skills
- Excellent interpersonal and communication skills (written and verbal)
- Experience in database systems
- Ability to engage with a variety of internal and external stakeholders
Qualifications
- High School Diploma required; post-secondary education in office administration is considered an asset
- Minimum two (2) years’ experience in an Administrative Coordinator role or at least two years of progressively responsible administrative experience
- At least two (2) years of customer service experience.
- Understanding of accounting functions and principles. (Obtained through formal training, education or on the job training).
- Advanced proficiency in Microsoft Office Suite and related software.
Job Types: Full-time, Permanent
Benefits:
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Flexible schedule
- On-site parking
- Paid time off
Flexible language requirement:
Schedule:
- 8 hour shift
- Monday to Friday
Education:
- Secondary School (preferred)
Experience:
- Administrative Coordinator or similar: 2 years (required)
- Customer service: 2 years (required)
- Understanding of accounting functions and principles: 2 years (required)
- Outstanding organizational and time management skills: 2 years (required)
- Database administration: 2 years (preferred)
Work Location: In person
Application deadline: 2024-09-27
Expected start date: 2024-11-01
