Job Description:
Essential Duties and Responsibilities
- Coordinate day-to-day office operations, including mail triage, filing, audits, and office event planning.
- Coordinate office maintenance and improvement initiatives with IT, HR, Finance, Sales, Marketing, and other stakeholders.
- Support Core Value initiatives, sales meetings, and other office activities.
- Help develop and implement operational plans and best practices focused on process improvement and cost efficiency.
- Manage office budgets, expenditures, and procurement of supplies.
- Ensure office compliance with applicable regulatory and legal requirements.
- Assist with customer communications and required notification filings.
- Liaise with business unit stakeholders and support departments.
- Create and maintain a central repository for contracts, projects, proposals, pricing documentation, and related analyses.
- Maintain electronic backup files for proposals and pricing records.
- Coordinate the use of established tools and protocols between sales teams and internal business units.
- Support compliance with RFI and RFP processes, ensuring timely completion of proposal and agreement documents.
- Perform additional duties as assigned.
Minimum Requirements
- 3+ years of relevant experience (or equivalent combination of education and experience).
- Excellent written and verbal communication skills in English and French (required).
- Advanced proficiency in Microsoft Excel, Access, Word, and PowerPoint.
- Knowledge of operations management, business, financial/accounting, HR, and project management principles.
- Strong organizational, time management, analytical, and problem-solving skills.
- Leadership ability, ownership, and a proactive, self-motivated mindset.
Critical Skills Needed
- Office Operations Management
- Contract Administration
- RFI/RFP Support
- Bilingual English/French Communication
- Budget and Procurement Management
- Document Repository Management
- Stakeholder Coordination
- Organization and Time Management
- Analytical Problem Solving
Technical Skills
- Microsoft Excel
- Microsoft Access
- Microsoft Word
- Microsoft PowerPoint
Education
- Associate's or Bachelor's degree in Office Administration, Business Administration, or a related field.
Regulatory Knowledge
- Ensure office compliance with applicable regulatory and legal requirements.
