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Randstad Logo Randstad · Office Administration

Administrative Coordinator

Canada, Pointe-Claire 55000.00 - 65000.00 CAD / Year · Job Posted June 11, 2026
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Job Description

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.

Job Responsibility

  • 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
  • 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
  • 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
  • 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

Requirements

  • Strong command of the Microsoft Office Suite (Word, Excel, Outlook)
  • Bilingual (English and French) (written and spoken)
  • 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

What we offer

  • 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
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