Admin Coordinator

About the Company

Pro Med HR Solutions Ltd is a Canadian company specializing in addressing locum requirements in hospital settings and private clinics. Our goal is to reduce patient wait times by providing qualified healthcare professionals. We work closely with healthcare facilities to match their specific needs with the most suitable candidates, including technologists experienced in performing exams using portable, mobile X-ray imaging machines.

The Administrative Coordinator provides essential administrative support across the operations, fulfillment, and recruitment functions. This role ensures all contractor documentation is complete, organized, and submitted accurately, while also supporting role visibility, file readiness, and internal compliance. Working behind the scenes to accelerate placements, the Admin Coordinator adapts to shifting priorities and provides flexible support across the team, including proactive follow-up with subcontractors, document readiness tracking, and contractor file maintenance.

• Complete and manage all contractor documentation and credential files, including agreements, licenses, background checks, and insurance.
• Proactively follow up with subcontractors to collect any missing documents, outstanding information, or credentials required for placement.
• Prepare final submission packages, Statements of Work (SOWs), and agreements for customers and contractors.
• Ensure SOWs and required documentation are stored correctly in shared folders and Team Bridge, with no outstanding items before contractor start dates.
• Proactively check-in with contractors to assist with their onboarding and ensuring they understand and follow internal procedures for time tracking and expense submission.
• Maintain accurate and organized records in ERP and CRM systems including Team Bridge, Hub Spot, and Google Drive.
• Coordinate travel details between travel agent and contractor.
• Remain responsive to requests from the Placement Coordinators, Recruiters, and other internal stakeholders and adapt to shifting priorities to support operations.
• Represent the organization positively in subcontractor, customer, and vendor interactions, promoting a solutions-focused, flexible, and professional tone to support retention and growth.
• Participate in process improvement initiatives to streamline coordination, documentation, and communication workflows.

• Minimum 3 years of experience in administrative or similar function.
• Outstanding organizational skills: ability to manage multiple priorities, deadlines, and stakeholders with strong attention to detail.
• Strong digital document handling skills: ability to deliver and manage completed forms, contracts, applications, licenses, insurance, and other required documents while ensuring everything is completed, organized, and submitted before deadlines.
• Strong proficiency with productivity tools (e.g. Microsoft Office or Google Workspace, calendar and email management, and virtual meeting platforms).
• Demonstrated ability to proactively communicate with internal and external stakeholders.
• Comfortable with various forms of communication (e.g. email, phone, video calls) with both internal and external stakeholders, including calling contractors, vendors, and customers.
• Comfortable working remotely with a distraction-free workspace at home.
• Ability to work both independently and collaboratively in a fast-paced, dynamic environment.
• Document and form preparation, submission, and file management.
• Relationship building and stakeholder management.
• Data tracking, reporting, and follow-through.
• Technical computer skills utilizing Microsoft Office, Google Workspace, virtual meeting platforms, calendar and email, AI, ERP software, and CRM software.

• Experience providing administrative support within a healthcare, clinic, or allied health setting
• Comfortable liaising between healthcare facilities and staff.
• Experience with medical or clinic terminology and standards.
• Administrative experience supporting HR functions such as onboarding, maintaining personnel files, or processing employee documentation

• Remote, home-based
• Distraction-free workspace within the home required.

• Salary Range: $50,000-$60,000 per annum.
• Health Spending Account and Lifestyle Spending Account to support the health and wellness needs of our employees.
• Group RRSP plan with employer matching.
• Flexible work hours that reflect our commitment to work-life balance.

Only candidates selected for an interview will be contacted.