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