Administrative Co-ordinator

Raytheon ELCAN ("ELCAN") is a Canadian leader in advanced optics, delivering high-performance optical solutions to the global aerospace and defence industries. We combine deep engineering expertise with proprietary manufacturing technologies to meet the most demanding requirements our customers face.

As we continue to grow, we’re looking for a skilled and proactive Administrative Coordinator to serve as a trusted support partner to our Global Trade, Contracts and Supply Chain team.

• Provide support for the preparation, tracking, and submission of import/export documentation to ensure compliance with global trade regulations.
• Coordinate and schedule internal meetings, including preparation of materials and documentation for Global Trade reviews and decision-making processes.
• Maintain and manage trade compliance records, ensuring accuracy and adherence to company policies and regulatory requirements.
• Assist in reviewing and processing export license applications, agreements, and other trade-related requests.
• Track and monitor trade compliance training and ensure timely completion by relevant personnel.
• Support the management and resolution of trade-related issues or discrepancies by liaising with internal teams and external partners.
• Maintain CRM, ERP, or trade management systems with accurate data on trade activities, licensing, and compliance metrics.
• Assist with audits, internal assessments, and compliance reviews by preparing documentation and reports as needed.
• Monitor changes in trade regulations and support the implementation of updated processes or procedures to maintain compliance.
• Ensure timely follow-up on trade-related approvals, action items, and process workflows.
• Provide support during the contract review cycle to ensure customer flow down terms are captured throughout the contract management system.
• Assist with administration of customer quotations, including providing support during the RFQ review cycle and upkeep of records in the contract management system.
• Managing Supplier Status Spreadsheet and applicable documentation including NDA’s, Quality Surveys, ISO Certifications, ITAR Registrations etc
• Uploading Supplier quotations to Product Center in support of Customer RFQ’s
• Arranging Supplier visits including the completion of Visitor Management form, booking boardrooms and arranging luncheons
• Completion of Expense Reports in Concur
• Supplier Screening including Dun and Bradstreet.

• Hands-on experience with trade compliance processes in a global, cross-functional environment.
• Practical knowledge of import/export regulations, licensing, and compliance frameworks.
• Exposure to ERP, CRM, and trade management systems to support global trade activities.
• Gain experience in understanding the flow of commercial contracts from customer through the supply chain.
• Best practices for managing trade documentation, audits, and compliance in a regulated industry.
• Insight into the operational and strategic aspects of global trade within an aerospace and defense environment.

• High school diploma or post-secondary education in business, administration, international trade, or a related field with a minimum of 2 years of relevant experience.
• Proven experience in an administrative or coordination role supporting cross-functional teams.
• Strong organizational and time management skills with the ability to handle deadlines and workflow processes effectively.
• Experience working with business systems such as CRM, ERP, or trade management tools, and proficiency with Microsoft Office applications.
• High attention to detail with the ability to manage data accuracy, records, and documentation.
• Clear written and verbal communication skills, including professional interaction with internal and external stakeholders.

• Experience in global trade, compliance, sales, or project management in a regulated industry.
• Familiarity with import/export regulations, licensing processes, and compliance requirements (e.g., EAR, ITAR).
• Knowledge of trade-related documentation and workflows, such as customs declarations and export approvals.
• Experience in contract administration is an asset, but not a requirement.
• Ability to work independently, anticipate needs, and resolve issues proactively.
• Positive, solutions-focused attitude
• Strong collaboration skills with the ability to build effective working relationships

• A collaborative and innovative work environment within a leading aerospace and defense organization.
• Opportunities for professional growth and development in a global trade and compliance role.
• Competitive compensation and comprehensive benefits package.
• A supportive team culture, with access to training and resources to enhance your career journey

At Raytheon ELCAN, we offer more than just a job; we offer the opportunity to be part of a global team that is shaping the future of high-precision optical systems. We provide a collaborative and innovative work environment,…