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Administrative Coordinator

Online/Remote - Candidates ideally in
Full Time position
Listed on 2020-03-02
Job specializations:
  • Administrative/Clerical
    Admin Assistant, Clerical, Executive Assistant, Office Administration
  • Language/Bilingual
Job Description & How to Apply Below
Date Posted: February 27, 2020

Position: Administrative Coordinator
Hours: Full-Time (40 hours/week)
Start Date: As soon as possible
Salary: $32,000-$35,000 per year

Minutes Solutions is a rapidly growing professional minute taking and transcription company in Toronto. We specialize in taking formal minutes for a variety of industries and organizations, including corporations, condominium boards, associations, and non-profits.

Position Summary
Reporting to the Operations Manager, the Administrative Coordinator will coordinate and oversee daily deliverables and corresponding deadlines. They will also coordinate team assignments and workflow, and maintain a system for tracking and organizing deliverables and workflow. The Administrative Coordinator will also foster professional and supportive relationships with minute takers and editors.

Major Responsibilities
• Coordinate and oversee daily deliverables and corresponding deadlines, including but not limited to following up regarding deadlines, receiving completed minutes from minute takers and editors, and approving requests for extensions.
• Coordinate and oversee team assignments and workflow, such as logging editor assignments, sending weekly schedules, communicating special deadlines or circumstances, assigning special assignments and urgent turnarounds, and monitoring minute taker and editor workloads.
• Maintain a system for tracking all deliverables and workflow. Follow up on and retrieve missing and outstanding items from minute takers and editors.
• Respond to internal requests and questions in a timely manner, including but not limited to requests for information or materials, scheduling and protocol questions, and availability updates. Act as the first point of contact for minute takers and editors.
• Provide regular updates on deadlines and workflow issues to the operations and editorial teams. Direct complex problems and questions to the Operations Manager or Editorial Manager as required.
• Oversee quality of work by reviewing minutes prior to sending to clients. Adhere to and follow Minutes Solutions’ guidelines and manual.
• Provide scheduling support, including assignment changes, cancellations, and rescheduling arrangements.
• Assist with new hire onboarding as required.
• Perform other administrative tasks as needed.

Application Process
Please submit your resume along with a detailed cover letter describing your relevant experience to (Please contact us using the "Apply for this Job Posting" box below) as soon as possible.

Cover letters should highlight your suitability for the role and should explain your interest in joining our team. Applications will be considered immediately.

Due to the high volume of applications received, only shortlisted candidates will be contacted.
Position Requirements
Bachelor,   1 to 2 Years work experience
• Post-Secondary education and a minimum of 2 years of relevant experience. Administrative and team management experience an asset.
• Excellent written and oral communication skills with exceptional attention to detail.
• Proficient with Microsoft Word, Excel, OneDrive, and Outlook.
• Strong interpersonal skills with the ability to foster supportive relationships.
• Proven organization skills and sense of urgency required.
• Quick learner with the ability to follow protocols and guidelines.
• Laptop and good internet connection required.
• Previous experience working from home required.
• Available Monday to Friday during regular business hours, as well as weekends.
Required Language Skills:
  • English - Very good
Additional Information / Benefits
• 100% remote position
• Strong support team
• Work with a rapidly growing company
Questions to answer on applying for this job
  • Do you have experience working from home?
  • How many years of administrative experience do you have?
  • Do you have experience with scheduling or team management?
Contact Information
Contact Name: Minutes Solutions Inc.
Preferred method of contact: Email with CV via Application Box below.
Apply for this Job Posting Here:
Canada-only applications: This Company / Employer has indicated that only qualified candidates currently living in Canada (and its citizens living globally) are being considered here for this position. Search Here for alternative jobs that match your location & skills.

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