Administrative Coordinator Office Administrator

Halyard is a highly skilled multidisciplinary engineering company with services including project implementation studies design procurement cost control program management and commissioning predominately in the mining recycling and utilities sector.

We are currently seeking an Administrative Coordinator to provide daily administrative support to operational leadership and project delivery teams. Reporting to the COO you will be a highly visible member of our operations team.

Are you a good fit

You are a confident and energetic gogetter highly motivated to use your strong people and documentation skills to help a variety of team members across Halyard. You quickly learn new systems and procedures and adapt to change easily. Any job requirements for which you lack prior experience you are able to use your research skills & creativity to master.

This is a fulltime officebased position and you will be directly supporting leadership and staff onsite in our Toronto Office.

What will you be working on

General Administrative & Documentation Support

• Provide daily administration support to Operational Leadership and project delivery team members
  
• Develop/reformat documents based on templates some of a highly confidential/sensitive nature with high degree of speed and accuracy
• Support a number of Strategic Objectives by updating files and holding the owners accountable for updates
• Responsible for the transfer of a number of financial logistic and other documents to the appropriate teams and functions
• Copy and distribute internal and external communications
• Coordinate travel arrangements as required for site leadership and Operations employees
• Assist leadership with processing Travel and Expense Reports

Office Management Coordination & Technology Support

• Liaison between various internal and external entities to coordinate of office supplies office access and technologies
• Provide support in organizing all hand meetings client meetings and other events as required including catering needs
• Manage visitor/guest access and processes
• Provide basic systems support coordinating with our IT managed services provider

Project Support (as Required);

• Systems support for projects (i.e. time entry system adding projects / assigning project resources)
• Assist with monthly cost management and reporting for projects

Required Skills Knowledge and Abilities

• 3 or more years of Business/Office Administration experience working with a leadership team
• Detail oriented with strong organizational / time management skills with an ability to handle multiple tasks and effectively balance priorities
• A selfstarter with strong ability to work independently with minimal supervision
• Proficient with Microsoft Office tools specifically SharePoint OneDrive Outlook Teams and Microsoft Office (Word Excel PowerPoint etc.
• Strong aptitude and interest for learning new technologies
• Knowledge in formal documentation formatting filing and tracking techniques
  
• Ability to maintain confidential and sensitive information with diplomacy
  
• Excellent interpersonal communication and problem solving skills
  
• Possesses strong decisionmaking ability
  
• Experience with organizing and coordinating formal meetings
  
• Knowledge of business travel & demonstrated experience in travel planning

Employment type:Permanent FullTime

Location:Toronto ON

The above statements reflect the general details considered necessary to describe the principal functions of the job identified. They shall not be constructed as a detail description of all the work requirements that may be inherent in the job. Employees will be expected to follow the direction of their supervisor and perform the assigned work that the Company deems them qualified to perform in accordance with the Companys values job performance and key behaviour expectations.

Required Experience:

Manager