Key ResponsibilitiesOperations & Workflow Management
- Monitor workflow across multiple departments and ensure deadlines are met
- Coordinate tasks between Canadian and overseas team members
- Track project status and follow up on outstanding work
- Assist with process improvement and workflow documentation
- Maintain internal task management and reporting systems
Executive Support
- Manage calendars, appointments, and scheduling
- Coordinate meetings with clients and team members
- Prepare meeting agendas and follow-up action items
- Assist management with special projects and administrative tasks
- Prioritize and organize daily operational activities
Client Relations
- Act as a professional point of contact for clients
- Manage client communications via phone, email, and in-person meetings
- Coordinate client onboarding and document collection
- Ensure a positive client experience from intake to completion
Accounts Receivable & Follow-Up
- Monitor outstanding invoices
- Conduct professional payment follow-ups
- Maintain records of collections activities
- Coordinate with management regarding overdue accounts
Office Administration
- Maintain office operations and administrative procedures
- Organize documentation and client records
- Assist with vendor coordination and office logistics
- Support hiring, onboarding, and administrative HR activities
Qualifications
- 3+ years of experience in operations, office administration, project coordination, executive assistance, or a related role
- Strong organizational and time-management skills
- Excellent verbal and written communication skills
- Ability to manage multiple priorities and deadlines
- Proficiency with Microsoft Office and Google Workspace
- Experience with CRM, project management, or workflow software is an asset
- Professional and confident when dealing with clients
- Self-motivated and capable of working independently
Preferred Attributes
- Strong attention to detail
- Excellent follow-up skills
- Comfortable coordinating remote teams
- Process-oriented and highly organized
- Able to take ownership and solve problems proactively
Pay: $40,000.00-$50,000.00 per year
Benefits:
- On-site parking
- Paid time off
Work Location: In person
