Senior Administrative Coordinator

Company: CGL

Department: IT

Employment Type: Temporary Full-Time (16 months)

Work Model: Hybrid

Language: This role operates in English

Additional Information: This/these role(s) is/are currently vacant

The Opportunity

We are a leading Canadian financial services co-operative committed to being a catalyst for a sustainable and resilient society and our team is essential to deliver on this strategy. That’s why we prioritize our people, to ensure we provide a strong culture and development opportunities which enables our team to thrive and to live our purpose. The best part is that you will work with people that care passionately about you, our clients, and our communities.

Our Information Technology team aspires to be a leader in applying technology to power business strategies. We connect concepts with solutions to create value and efficiencies for our clients, employees, and communities. Our success is driven by our skilled and diverse team who are passionate about excellence, innovation, and agility.

The Sr. Administrative Coordinator provides support to all staff in an IT department, with a focused support to VPs, Directors and Managers. The incumbent works independently and has sufficient knowledge of all related key project and program initiatives within IT, along with support for IT events, training, meetings and administrative services. The Administrative Coordinator reconciles budget/invoices for the department and ensures that all accounts are properly paid, and that all Technology invoices are posted.

How You Will Create Impact

• Set up, update, and maintain EFT Banking Information for Staff and Suppliers
• Process invoice payments for the Technology group, including self-assessing GST, PST and HST and processing US and foreign funds.
• Verify signing authorization for expenses and invoices and set up new suppliers for the Technology group
• Accountable for the consolidated billing of Corporate Cell phones and data analytics
• Prepare monthly journal entries to facilitate IT asset management tasks and project charges
• Organize and maintain various databases with reference to access, content and processes documentation. i.e. IT Project Managers database. Handle the System Admin email box which includes providing agencies with policy numbers (which are maintained in an inventory-controlled Excel database); administer Vendor and Relationship Management to all new and existing vendors.
• Prepare employment offer letters and assist managers with contractor letters/agreement forms and checklists to ensure all HR paperwork is accurately completed; assist in the screening of applicants-match resumes with job descriptions, send out letters to those applicants not selected; prepare change forms for new hires, reporting code changes, temporary terminations, and ensuring form is accurate before going to HR.
• Direct staff accordingly with their inquiries regarding benefits, pension and HR guidelines and provide support to VP, Directors and Managers for a variety of documents including general correspondence, Human Resources documents, reports and presentation materials. Exercise sound judgment and discretion in the collection and dissemination of information; ensure that highly sensitive, proprietary and confidential information is released only to those authorized.
• Initiate, organize and communicate management meetings and special events for Management Team. Planning includes meeting facilities and all requirements. Publish meeting agenda and minutes in a timely manner.
• Assist in completion of annual budget preparation, Monthly/Quarterly Reporting and Tracking.
• IT vendor invoicing including preparation, reconciliation and input on MS Access database, to export to Accounts Payable system.
  
  
  

How You Will Succeed

• You influence change and are committed to continuous improvement, in order to exceed client expectations. 
• You leverage critical thinking skills to identify problems and proactively propose solutions.
• Your strong communication skills allow you to clearly convey messages. 
• You’re an effective team player who shares knowledge to support your peers.
  
  
  

To Join Our Team

• You have 2-3 years of experience in an administrative support role.
• Skilled in technology and software relating to communication, presentation, web- based products, audiovisual and virtual meetings.
• Strong working knowledge and competency in the use of email, Internet, MS Office (Excel, Word, Visio, PowerPoint, Access).
• Ability to handle a wide variety of office equipment such as PC, printers, photocopiers with scanning and fax features.
• Knowledge of organizational structure and awareness of the organizations' programs (HR employment programs, educational, recognition) and budget processes.
• Ability to work with people with varying levels of technical and business experience
• Strong numeric skills and reasoning abilities.
• Excellent written and verbal communication skills.
• Developed interpersonal skills for working in a team environment.
• Experience and knowledge of human resources administrative procedures and best practices.
• The successful candidate shall be subject to a Criminal Record and Consumer History background check as a condition of employment.
  
  
  

What You Need To Know

• You will be subject to a Background check as a condition of employment, in the event you are the successful candidate.
  
  
  

What's in it for you?

• Training and development opportunities to grow your career.
• Flexible work options and paid time off to support your personal and family needs.
• A holistic approach to your well-being, with physical and mental health programs and a supportive workplace culture.
• Paid volunteer days to give back to your community.
• A comprehensive total rewards package, including competitive salary, bonus, pension and benefits.