Administrative Coordinator
Location
Toronto, ON | Canada
Job description
Toronto-based consulting firm bhasin consulting inc. (bci) is looking for a highly organized and dedicated individual to fill the position of Administrative Coordinator. This exciting role will appeal to a self-motivated and detail-oriented individual who thrives in a flexible and fast-paced environment.
The Administrative Coordinator will support a small team at a leading diversity, equity and inclusion (DEI) consulting firm. This role will be responsible for project management and administrative tasks for the following brands:
- Ritu brand: a personal development platform that provides empowerment tools and strategies to women, People of Color and others who want to live their best and experience belonging
- bhasin consulting inc.: A leading DEI consulting firm that provides clients with a range of cutting-edge training, speaking, advisory, coaching and e-learning strategies
bhasin consulting inc. strongly encourages People of Color, Indigenous peoples, people from 2SLGBTQ+ communities, persons with disabilities and individuals from other equity-seeking communities to apply for this role.
Features of the Position:
- The Administrative Coordinator will report directly to the Director of Operations (DOO)
- Exposure to a broad range of tasks in a small team environment
- Employee hours — full-time hours during regular work hours (up to 44 hours per week)
- We currently offer a hybrid work model that includes both remote and in-person (downtown Toronto)
- Compensation — competitive with market and based on experience (salary range between $55,000-$65,000, with possibility of yearly performance bonus)
- Employee benefits include comprehensive medical and dental plan, and a professional development stipend
- Technology — You’ll need access to a smartphone and WIFI at home. All other technology will be provided
Responsibilities of the Role:
Operational Tasks
- Work with the DOO to manage key aspects of office operations to ensure efficient operational processes, including: creating and updating procedures documents; handling administrative aspects of onboarding and off-ramping staff and partners; managing partner relationships, including managing timelines; brainstorming and executing on projects designed to increase operational efficiencies
Data Management Tasks
- Responsible for maintaining accuracy of all Salesforce records including: entering and updating client data related to proposals, letter agreements, and invoices on a rolling basis; creating and maintaining accurate contact data, including contact lists; creating data reports on a regular and incidental basis
- Responsible for maintaining records in OneDrive: entering and updating client files on a rolling basis; updating all other files as needed
- Responsible for maintaining physical filing systems and storage
Accounting Tasks
- Assist the DOO with the following accounts receivable tasks: create invoices for upcoming engagements on a weekly basis or as needed; pull reports to ensure all clients have been invoiced and have paid – provide weekly status updates to the DOO
- Maintain and update business expenses and manage tracking documents
- Manage all activities related to book sales management, including: ensuring all data related to book sales is up to date and accurate; managing book sales and revenue tracking; act as main contact with bulk book suppliers
- Manage all sales and revenue tracking for Ritu brand and bci brand products
Marketing Administrative Tasks
- Manage all marketing administrative tasks including the upkeep of mailing lists, testimonials, document creation, etc.
- Maintain and update marketing documents
Events Tasks
- Assist with project management of virtual and in-person events including scheduling, managing communications, registration/ticket sales, providing assistance during sessions, etc.
Office Administration Tasks
- Mail and courier management
- Company property management
- Personal tasks for CEO, as assigned
- All other projects and tasks, as required
Desired Skills and Experience:
Qualifications/Experience:
- Post-secondary education, with at least 2 years of work experience
- Experience working in an administrative/database role in an office setting required
- An extremely organized approach to work, including exceptional attention to detail
- Exceptional written and verbal communication skills
- Flexible, adaptable, resourceful and deadline driven, with an ability to manage multiple competing priorities in a fast-paced environment
Technology Skills:
- Excellent proficiency with Office Suite (Excel, PowerPoint, Outlook and Word)
- Experience with database management (Salesforce preferred)
To Apply:
- Please apply by proving the following items: cover letter/email and resume
Please note:
- All candidates who are selected to move forward in the application process will be asked to complete candidacy assessment assignments throughout the process
- If you feel like you are a good match for this position but do not meet all of the above criteria, you are still encouraged to apply. A combination of skills and experience will be considered
Requirements:
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