Administrative Coordinator

Job summary

The Administrative Coordinator provides comprehensive secretarial and administrative support to departmental managers and staff. Key duties include managing budgets, processing invoices, coordinating meetings, and facilitating the onboarding process for new employees.

Job details

MDA Space (TSX: MDA) is a trusted mission partner to the global space industry, bridging the gap between what is proven and what is possible. As a pioneer in robotics, satellite systems, and geospatial intelligence—with a 55-year history of world firsts and more than 450 missions—MDA Space is a global leader in communications, Earth observation, and space satellites, as well as space infrastructure and exploration. The MDA Space team, comprising more than 4,000 space experts in Canada, the United States, and the United Kingdom, possesses the knowledge and expertise needed to transform a client’s bold vision into a feasible mission, thanks to a unique combination of experience, technical excellence, and a sense of wonder that has been part of our DNA since day one. For those who dream big and push the boundaries on Earth and among the stars to change the world for the better, we’ll take you there. We are looking for an Administrative Coordinator to join our satellite systems team at our Montreal office. Role: Provide secretarial services and administrative support to managers, members of one’s own department, and those in nearby departments. Knowledge of routine office work and an understanding of the organization, its programs, and procedures, as applicable. Work independently, with minimal supervision and detailed instructions. Responsibilities: * Prepare, review, and update various reports (daily, weekly, and monthly) related to the department. * Enter data into various internal systems. * Submit purchase requests, prepare proposals, and process shipping orders. * Process travel requests and obtain the necessary approvals. * Monitor budgets. * Proofread and review correspondence. Prepare, draft, format, and translate various documents related to the department. * Attend team meetings as needed and follow up on necessary actions. Record and prepare meeting minutes. * Prepare presentations for meetings, reports, and other related documents based on instructions provided by the manager. * Coordinate the internal distribution of information received by email or mail. * Respond to inquiries received by phone and email. Forward phone calls and messages to the appropriate individuals. * Schedule and confirm appointments, interviews, meetings, and teleconference calls, and reserve rooms. * Obtain approvals for invoices and be able to answer questions regarding expenses. Monitor the budget. * Prepare expense reports and distribute checks. * Arrange for visitors’ visits and prepare the necessary documentation as needed. Welcome visitors and senior * Order office supplies and maintain inventory within the allocated budget. Coordinate the purchase of equipment for new employees, as needed. * Organize, manage, and maintain electronic and paper filing systems. Keep records up to date according to departmental needs, including archival records. * Prepare and submit orders for catering services. * Cover shifts at the main reception desk. * Prepare, support, and carry out, as needed, the onboarding of new employees, including, but not limited to: IT request forms, equipment delivery, and onboarding sessions. * Manage, maintain, and coordinate the payment of invoices from contractors and consultants, including, but not limited to: verifying hours and the approval process. * Any other related tasks specific to each role and according to the assigned department. Minimum Qualifications: * College-level training in office administration or equivalent. Two (2) or more years of experience in administrative support or secretarial work. * Team player. * Proactive, dynamic, resourceful, and self-reliant. * Able to manage time and meet deadlines. * Able to work without direct supervision. * Advanced knowledge of the following software: Word, Excel, * PowerPoint, ERP, Visio, Acrobat, etc. * Practical knowledge of office skills. * Excellent interpersonal and communication skills, including the ability to interact with all levels of the organization and with external clients. * Good judgment * Must be flexible and open to change * Good knowledge of French and English, both spoken and written. Answers calls from customers and staff in other divisions, including the Ontario headquarters. #LI-PP1 Special Considerations: Successful candidates must obtain and maintain a security clearance at the reliability level and pass the security assessment for the Controlled Goods Program (CGP) and ITAR. We are a dream team of passionate, collaborative, and determined individuals, and we are constantly looking for others to join #TeamMDA to foster new and innovative approaches to problem-solving that drive us to improve life on and above Earth. If you’re excited about expanding our presence in space and want to inspire the next generation, we’ll help you get there. We have entered a new era of exploration and development, and MDA invites everyone who wants to get involved and be a part of it. As an employer committed to equal opportunity and dedicated to diversity, integrity, and collaboration, we are committed to strengthening MDA’s and Canada’s leadership in this new chapter. MDA offers competitive compensation and benefits to its employees at all locations. As a member of the MDA team, you and your eligible dependents can enroll in a benefits plan that provides comprehensive coverage through competitive health care benefits, including: supplemental health care plans. MDA Space is proud to offer reasonable accommodations during the recruitment process. If you would like to request such accommodations, please indicate this in your application or cover letter, and we will work with you to meet your accessibility needs.

What you’ll do

The Administrative Coordinator provides comprehensive secretarial and administrative support to departmental managers and staff. Key duties include managing budgets, processing invoices, coordinating meetings, and facilitating the onboarding process for new employees.

Requirements

Candidates must possess college-level training in office administration and at least two years of relevant experience. Proficiency in Microsoft Office suite and ERP software is required, along with the ability to obtain a security clearance.

Benefits

• Supplemental health care plans

Listed skills

• Administrative Support · Preferred
• Data entry · Preferred
• scheduling · Preferred
• Inventory management · Preferred
• Onboarding · Preferred
• Microsoft Word · Preferred
• Microsoft Excel · Preferred
• ERP systems · Preferred
• Communication Skills · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Data entry
• Budget monitoring
• Proofreading
• Meeting minutes
• Presentation preparation
• Scheduling
• Expense reporting
• Inventory management
• Onboarding
• Invoice processing
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• ERP systems
• Communication skills
• Office Supply Management
• Resourcefulness
• Administrative Support
• Office Administration
• Controlled Goods Program (CGP)
• Record Keeping
• Expense Reports
• Ability To Meet Deadlines
• Bilingual (French/English)
• Budgeting
• Communication
• Leadership
• Innovation
• Inventory Management
• Invoicing
• Problem Solving
• Taking Meeting Minutes
• Microsoft Visio
• Telephone Skills
• Presentations
• Robotics
• Time Management
• Security Clearance
• Filing

Job areas

• Administrative
• Management & Leadership
• Security & Safety
• Administrative Coordinator
• Administrative Supervisor
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers

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