Administrative Operations Coordinator

Position Summary

The Administrative Operations Coordinator provides administrative and operational support to various teams across the organization. The role is responsible for coordinating administrative activities related to customer accounts, software licenses, maintenance agreements, hardware orders, invoicing preparation, renewals, operational follow-ups, and internal administrative processes.

The ideal candidate is organized, detail-oriented, autonomous, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Customer and Contract Administration

• Set up and maintain maintenance agreements within internal systems
• Prepare, send, and follow up on maintenance agreements and related customer documentation
• Ensure receipt of signed customer documents and agreements
• Create and update customer accounts and information within internal systems
• Communicate required customer account or contract changes to the Finance department and other internal teams
• Assist with customer renewal follow-ups and administrative requests

Operational Support

• Support the administrative processing and follow-up of customer orders, software license activations, maintenance agreements, hardware requests, and related operational activities
• Coordinate and follow up on RMAs completion
• Assist with customer account administration, service requests, account changes, and operational follow-ups
• Assist in coordinating installation and service schedules with internal teams
• Prepare and maintain operational and customer-related administrative files
• Perform customer and internal follow-ups as required

Billing and Finance Support

• Review and prepare service tickets for invoicing prior to submission to Finance
• Prepare commission-related reports and supporting documentation for Finance Assist with weekly overtime and on-call tracking processes
• Support monthly operational and finance administrative requirements
• Assist with lease application administration, including communication with leasing companies and customers, document preparation, follow-ups, and submission of required documentation
• Prepare backup files and administrative reports related to customer services, cloud credits, and other operational activities

Reporting and Administrative Coordination

• Assist in gathering, organizing, and preparing reports and operational information from various internal systems and data sources
• Support the preparation and maintenance of operational tracking files and internal administrative reports
• Assist management and internal teams with administrative reporting and operational follow-ups
• Identify opportunities to improve, streamline, and automate administrative and operational processes, including the use of AI and other productivity tools.

General Administrative Support

• Coordinate appointments and administrative activities
• Order office supplies and maintain office administrative organization
• Maintain organized administrative records and documentation
• Provide general administrative support to various departments as required
• Perform all other related administrative and operational duties as assigned

Qualifications

• Diploma in Administration
• Office Management, or equivalent experience
• Previous experience in an administrative or operational support role
• Strong organizational and time management skills
• Attention to detail and ability to manage multiple priorities
• Proficiency with Microsoft Office applications
• Strong written and verbal communication skills in
• English mandatory and French (nice to have)
• Ability to work independently and collaboratively in a team environment

Assets

• Experience in a software, technology, retail, or service-based environment
• Experience using ERP, CRM, or internal business systems
• Familiarity with invoicing, contract administration, customer account administration, software licensing, or service renewals
• Experience supporting operational reporting or administrative tracking activities