Administrative Coordinator

Job Description

Administrative Coordinator
On behalf of our client, Procom is searching for a Part Time Administrative Coordinator. This position is a hybrid position with 15 hours per week and 2 days onsite at our client’s Richmond office.

Administrative Coordinator- Job Description:
The Administrative Coordinator is responsible for performing confidential administrative support duties to the Director, Internal Audit, and providing diverse administrative duties to support the Internal Audit function. This position requires discretion and tact in handling confidential and sensitive management information relating to operations and regulations and Internal Audit work.

Administrative Coordinator- Responsibilities:

• Prepare monthly and quarterly operational statistics and reports that comply with the Internal Audit report writing standards within required timeframes.
• Review departmental monthly financial reports; verify expense accounts and documentation for approval. Keep an ongoing departmental list of all leased laptops, monitors, and PCs and identify any discrepancies.
• Perform editorial review of audit reports and documents team meeting minutes accurately.
• Arrange appointments, meetings, conferences and team events, ensuring that all supporting arrangements, such as meeting rooms, PowerPoint presentations, speaking notes, agendas, food and beverages preparations are made beforehand.
• Support new hire onboarding, including making arrangements with Facilities Management and IT.
• Maintain SharePoint teamsite, Local Area Network, and audit management system effectively while ensuring the confidentiality and security of sensitive information.
• Receive, screen, and refer incoming inquiries from internal and external sources.
• Coordinate and maintain schedule for the Director, as required.
• Provides administrative support to members of the internal audit team, when needed.
• Order, authorize and maintain office supplies and stationery as required.
• Submit departmental Purchase Requisitions, Travel & Business Expense Claim Forms, Staff Travel, IT Portal Requests Course/Conference Authorizations, and Facilities Service Request, when needed.
• Undertake non-routine special projects, some of which may be sensitive to departmental employees, as assigned.
• Perform other related duties as assigned.

Administrative Coordinator- Mandatory Skills:

• A diploma or certificate in Business Administration, Office Administration, or a related discipline
• A minimum of 3 years of administrative experience supporting senior management and/or Director level operations
• General financial knowledge and experience, with the ability to review financial information, verify supporting documentation, and identify discrepancies with accuracy and attention to detail
• Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, Sharepoint, and Copilot
• Demonstrated ability to exercise sound judgment, discretion, integrity, and professionalism when handling confidential and sensitive information
• Excellent relationship building and management skills (i.e., with internal team members and other business partners within the organization)
• Demonstrated ability to learn quickly, and operate as a self-starter, independently organizing work and advancing priorities with sound judgement and minimal direction
• Demonstrated experience navigating a dynamic environment with multiple priorities, competing demands, and tight timelines
• Effective communication skills, both verbally and in writing

Administrative Coordinator-  Assignment Location:
Richmond, British Columbia, Canada. Hybrid position with 2 days onsite required.