Administrative Coordinator

Summary: 

Provide day-to-day clerical support for the team including, RFP responses, processing of invoices, triaging and responding to client queries, and employee-event management.

Experience: 

Skills and Abilities:

  • Planning and organizing
  • Prioritizing
  • Problem solving
  • Information gathering and information monitoring
  • Attention to detail
  • Team player
  • Self directed
  • Self motivated
  • Driven to always find ways to improve processes
  • Organized
  • Strong writing skills
  • Strong verbal skills
  • Personable
  • Bilingual (French and English)

Relevant Experience:

Essential

  • Experience organizing events
  • Experience with office administration
  • Experience with writing long-form documents

Desirable

  • Experience responding to RFPs
  • Experience using Drupal
  • Experience managing corporate communications
  • Press releases
  • Social accounts (twitter, facebook)
Education: 

University degree or equivalent experience

Supplementary Information: 

Responsibilities include:

  • Organize and schedule meetings, appointments, courier services, and travel arrangements
  • Prepare and modify documents including correspondence, reports, drafts, memos and emails
  • Maintain and develop Coldfront’s corporate documentation
  • Ensure operation of in-office equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
  • Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies.
  • Triage and respond to client support requests
  • Prepare, process and verify invoices
  • RFP Proposal writing
  • Manage incoming RFPs: acquire, review, and triage to CEO and CFO for approval to bid
  • Prepare RFP response and appendices in the required corporate format
  • Ensure Coldfront Labs meets the proposal deadline by establishing priorities and target dates for information gathering, writing, review, and approval; entering and monitoring data related to the RFP; coordinating requirements with contributors; contributing proposal status information to review meetings; transmitting proposals in the dictated format.
  • Maintain quality results by using/maintaining templates and following proposal-writing standards including readability, consistency, and tone
  • Edit RFPs for clarity, coherence, and grammar
  • Collect client feedback and testimonials
  • Support in the writing of non-technical portions of the RFP: executive summary, etc.
  • Organize / manage Dave and Mat’s calendars
  • Organize and schedule training sessions
  • Social media coordination
  • Conference organization
  • Manage general voicemail inbox
  • Manage office facilities
  • Other tasks the company deems necessary.

Other requirements:

  • Willing to learn and teach
  • Expected to work primarily on site

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