Administrative Operations Coordinator

**Department:**Administration

**Reports To:**Senior Executive Assistant

Overview

The Administrative Operations Coordinator provides administrative and operational support across the front office, leadership team, and designated business functions. This role helps maintain professional customer experience, effective internal coordination, and accurate information management to support business operations and growth initiatives while reinforcing organizational values and culture.

Primary Responsibilities

Front Office & Administrative Support

• Manage front office activities including reception, calls, visitor access, mail, and meeting logistics for internal, executive, and customer visits.
• Maintain administrative records, contact lists, reports, presentations, and business documentation.
• Respond to customer inquiries and direct requests to appropriate internal teams.
• Provide leadership and team administrative support including calendar coordination, scheduling, expense administration, travel arrangements, travel letters and routine follow-up.

Business Support

• Maintain customer, lead, and market information to support reporting and follow-up activities.
• Share customer and industry insights and support the administration of business systems and tools used for customer engagement, reporting, and operational activities

Operational & Internal Support

• Support operational administration including customer shipments, documentation retention, office supply coordination, attendance updates, and project follow-up.
• Assist with employee engagement initiatives, internal programs, and administrative activities as required.

Professional Conduct

• Work collaboratively across departments, manage competing priorities, and follow company policies, standards, and branding requirements.
• Demonstrate professionalism, initiative, integrity, and alignment with company values.
• Perform other duties and projects as assigned.

Qualifications

Education

• Bachelor’s degree, college diploma, or equivalent relevant experience (high school diploma required).

Experience & Skills

• Strong written and verbal communication skills with excellent interpersonal ability.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint), including presentation development and data handling.
• Experience maintaining trackers, reports, and accurate business records.
• ERP experience preferred; CRM experience such as Salesforce is an asset.
• Ability to work effectively across Sales, Marketing, Applications, Operations, Finance, and IT.
• Organized, proactive, and professional with strong time management skills.
• Exposure to sales support, market research, or business development is an asset.

Travel

• Travel is typically less than 5%, with occasionally higher requirements based on business needs.

Working Conditions

• Flexibility to work adjusted schedules, including occasional weekends or travel, based on operational requirements.