10 results for Administrative Coordinator in Ontario

Administrative Coordinator

Ottawa, ON
onsite
Temporary
21.375 - 24.75 CAD / Hourly
We are looking for an Administrative Coordinator to support project delivery and day-to-day operations for a client based in Ottawa, Ontario. This Long-term Contract opportunity is well suited to someone who is highly organized, comfortable managing multiple priorities, and confident working with detailed administrative processes. The successful candidate will contribute to international development-related initiatives by coordinating documentation, travel, scheduling, and project support activities while maintaining a high standard of accuracy and service. Responsibilities: • Coordinate administrative and operational support for projects, ensuring timelines, documentation, and follow-up activities are handled efficiently. • Assist with project execution and analytical tasks related to initiatives supporting developing countries. • Prepare, review, and finalize agreements and related records with close attention to detail and compliance requirements. • Arrange travel requests and provide logistical coordination for meetings, events, and project activities. • Maintain schedules, organize appointments, and support calendar management for project-related needs. • Use spreadsheets and reporting tools to track information, summarize data, and support decision-making. • Support communication across internal teams and external stakeholders using clear and timely correspondence. • Contribute to office administration and client service activities to help keep daily operations running smoothly.
2026-08-10T00:00:00Z

Human Resources (HR) Coordinator

Ottawa, ON
onsite
Temporary
19.7885 - 22.913 CAD / Hourly
We are looking for a bilingual Human Resources (HR) Coordinator to support a non-profit organization in Ottawa through a Long-term Contract opportunity. In this role, you will provide day-to-day HR administrative support across recruitment, onboarding, employee documentation, and issue resolution. The ideal candidate brings at least two years of related experience, strong working knowledge of Dayforce, and confidence using Excel to maintain accurate records and reporting. Responsibilities:• Coordinate onboarding activities for new hires, including preparing documentation, tracking progress, and helping ensure a smooth start to employment.• Conduct reference checks and follow up with candidates or contacts to gather and record hiring-related information accurately.• Arrange interviews by liaising with candidates and internal stakeholders, confirming schedules, and maintaining organized recruitment calendars.• Respond to employee and candidate inquiries, investigate routine concerns, and help resolve HR-related issues in a timely and thorough manner.• Maintain HR records and generate reports using Excel and Dayforce to support accurate tracking of staffing and administrative data.• Provide administrative support for payroll, benefits, and general HR processes while helping maintain compliance with internal practices.• Assist with training coordination and other employee support activities to help deliver an efficient HR service experience.
2026-08-05T00:00:00Z

Office Services Coordinator

Toronto, ON
onsite
Temporary
20.9 - 24.2 CAD / Hourly
We are looking for an Office Services Coordinator to support daily front-of-house and administrative operations in our office within the services industry. This long-term contract opportunity is ideal for someone who brings a service-oriented approach to reception, office coordination, and team support. The successful candidate will help maintain an organized workplace, provide a welcoming experience for visitors, and assist with a range of office services that keep business activities running smoothly. Responsibilities: • Welcome visitors, clients, and staff in a courteous manner while managing the front desk and directing inquiries appropriately. • Answer and route incoming calls, take accurate messages, and respond to general administrative questions with strong customer service. • Coordinate day-to-day office services such as meeting room scheduling, mail distribution, courier arrangements, and supply management. • Support internal teams with administrative tasks including document preparation, filing, data entry, and general office organization. • Monitor shared office spaces to ensure they remain tidy, functional, and ready for employees and guests throughout the day. • Assist with onboarding logistics, workstation readiness, and other coordination activities that contribute to an efficient office environment. • Liaise with vendors and building contacts to address routine service requests and maintain smooth office operations. • Contribute to operational updates or office process changes as needed, including supporting administrative adjustments tied to internal systems or workflow improvements.
2026-08-04T00:00:00Z

Administrative Assistant

Kitchener, ON
onsite
Temporary
29 - 34 CAD / Hourly
We are looking for an Administrative Assistant to support a busy organization in Kitchener, Ontario through a long-term contract opportunity. This part-time role offers 20 hours per week in a hybrid environment with flexible scheduling and regular onsite availability during designated daytime hours. The successful candidate will provide dependable administrative support, help maintain accurate records and documentation, and contribute to smooth day-to-day operations while working closely with internal stakeholders. Responsibilities: • Maintain and update organizational records by entering historical and current information into a software platform with a strong focus on accuracy and completeness. • Prepare meeting materials, including agendas and supporting documents, within the designated system to ensure information is organized and accessible. • Learn the organization’s software platform through provided training and guide managers and board members on how to use it effectively. • Offer ongoing user support by answering questions, resolving basic issues, and helping staff become comfortable with the platform. • Assist with accreditation-related administration by organizing required documentation and ensuring materials are ready for review. • Complete general office duties such as document creation, filing, records management, and year-end shredding of outdated files. • Support daily administrative operations by managing a variety of ad hoc tasks and responding to changing priorities as needed.
2026-08-13T00:00:00Z

Administrative Assistant

Waterloo, ON
onsite
Permanent
70000 - 100000 CAD / Yearly
We are hiring a Senior Administrative Assistant to support a well-established and highly successful Investment Advisory practice. The Senior Administrative Assistant is responsible for managing the full spectrum of client account administration, transaction processing, account transfers, and regulatory documentation within this high-volume Investment Advisory practice. This is a key position, the operational backbone of the practice and requires extensive experience supporting Investment Advisors, managing client accounts, processing investment transactions, and ensuring regulatory compliance.The successful candidate will be a seasoned financial services professional who can operate independently, oversee complex client transactions, and provide exceptional service to high-net-worth clients.ResponsibilitiesClient Account Administration<ul><li>Open new client accounts and maintain account documentation</li><li>Process account transfers, including incoming and outgoing assets</li><li>Manage client requests and account updates</li><li>Coordinate RESP withdrawals, RRIF payments, estate settlements, and other account transactions</li><li>Ensure all documentation is complete, accurate, and compliant</li></ul>Trade & Transaction Processing<ul><li>Process client trade instructions accurately and efficiently</li><li>Handle cash withdrawals, deposits, transfers, and journal requests</li><li>Monitor transactions through completion and resolve any discrepancies</li><li>Liaise with internal operations teams and external financial institutions</li></ul>Compliance & Regulatory Administration<ul><li>Maintain compliance documentation and client records</li><li>Review new account applications for completeness and regulatory requirements</li><li>Ensure adherence to CIRO and firm compliance standards</li><li>Prepare and submit regulatory and compliance-related paperwork</li><li>Support audits, reviews, and compliance inquiries</li></ul>Client Service Excellence<ul><li>Act as a primary point of contact for clients</li><li>Respond to client inquiries regarding accounts, transactions, and documentation</li><li>Build strong, trusted relationships with clients through professional and proactive service</li><li>Handle sensitive and confidential client information with discretion</li></ul>Office Operations Leadership<ul><li>Serve as the senior administrative resource within the practice</li><li>Identify opportunities to improve processes and efficiencies</li><li>Provide guidance and support to junior administrative staff as required</li><li>Ensure smooth day-to-day operations of the advisory practice</li></ul>
2026-07-29T00:00:00Z

Administrative Assistant

Cambridge, ON
onsite
Permanent
45000 - 55000 CAD / Yearly
Administrative AssistantFinancial Services | Wealth Management | Full-TimeAre you an experienced Administrative Assistant with a background in financial services, wealth management, insurance, or investments? Do you enjoy being the trusted support person who keeps everything running smoothly behind the scenes while delivering an exceptional client experience?Our client is a well-established, owner-operated financial services practice known for its collaborative culture, approachable leadership team, and genuine appreciation for its employees. This is an opportunity to join a close-knit, professional team where your contributions will be valued and recognized every day.What You'll Be DoingAs a key member of the team, you will support the Financial Advisor and clients through a variety of administrative, operational, and client service activities, including:<ul><li>Prepare client files and meeting materials for financial planning appointments.</li><li>Complete and process insurance and mutual fund applications accurately and efficiently.</li><li>Ensure all documentation is complete, compliant, and submitted within required timelines.</li><li>Schedule appointments and manage calendars using Microsoft Bookings.</li><li>Coordinate and manage DocuSign documentation and client signatures.</li><li>Maintain organized electronic and paper client files.</li><li>Support client onboarding activities and ongoing service requests.</li><li>Communicate professionally with clients via phone, email, and in person.</li><li>Create and schedule social media content to support the firm's online presence.</li></ul>
2026-08-14T00:00:00Z

Administrative Assistant

St Thomas, ON
onsite
Permanent
55000 - 70000 CAD / Yearly
Administrative Assistant – Financial Services (CSC Required)Location: St ThomasJob Type: Permanent Full-TimeWe’re hiring an experienced Administrative Assistant to join a very well established financial services / wealth management firm. This is an excellent opportunity for someone with their CSC (Canadian Securities Course) looking to build a long-term career in a supportive, team-oriented environment.You’ll be supporting a high-performing team and working under a friendly, approachable, and highly regarded manager who values their team and recognizes strong performance.Key Responsibilities:<ul><li>Provide administrative support to senior advisors</li><li>Assist with trade processing and execution support in accordance with advisor direction</li><li>Manage calendars, scheduling, and client meetings</li><li>Prepare client documentation, reports, and correspondence</li><li>Handle client communication and inquiries in a professional manner</li><li>Maintain accurate records and compliance documentation</li><li>Assist with office coordination and workflow management</li></ul>
2026-08-12T00:00:00Z

Purchasing Coordinator

Welland, ON
onsite
Temporary
27 - 34 CAD / Hourly
We are looking for a detail-oriented Materials Planner to join a metal fabrication operation in Welland, Ontario on a Contract basis. In this role, you will help keep production running smoothly by coordinating the supply of raw materials and components, maintaining accurate purchasing information, and working closely with internal teams and external suppliers. This opportunity is well suited to someone who can manage competing priorities, respond quickly to changing production needs, and support efficient inventory and procurement practices. Responsibilities:• Coordinate the procurement of raw materials and production components so plant operations remain supplied on schedule.• Work closely with external vendors and service providers to secure materials under terms that support business needs and timelines.• Arrange transportation and issue pickup requests with carriers to ensure inbound shipments move according to plan.• Partner with scheduling teams on a daily basis to align purchasing activity with production demand and forecast requirements.• Liaise with receiving personnel to verify delivery timing, confirm incoming materials, and resolve discrepancies when needed.• Track inventory levels to maintain required stock availability while identifying excess, slow-moving, or obsolete materials for follow-up action.• Prepare, update, and distribute purchasing and inventory reports to support operational visibility and decision-making.• Contribute to inventory control activities, including participation in annual physical inventory counts and related reconciliation efforts.
2026-08-11T00:00:00Z

Patient Care Coordinator

Scarborough, ON
onsite
Temporary
19.95 - 23.1 CAD / Hourly
We are looking for a Patient Care Coordinator to join a healthcare team in Scarborough, Ontario on a Contract basis. This position supports a welcoming and efficient patient experience by combining front-desk service, appointment coordination, record administration, and general office support. The assignment is expected to continue until mid-June and may be extended based on operational needs. Responsibilities: • Welcome patients and visitors warmly while creating a detail-focused and supportive first impression at the clinic. • Coordinate patient movement by directing individuals to the appropriate services and helping maintain an organized daily workflow. • Collect, confirm, and update patient details with accuracy to support proper documentation and service delivery. • Arrange appointments, manage calendar changes, and handle booking activities to keep schedules running smoothly. • Maintain both digital and physical records, including preparing, filing, and retrieving documents when required. • Support billing-related administrative tasks with guidance from the centralized billing team and provided training. • Make outbound calls to prospective or existing contact lists to encourage engagement and support clinic outreach efforts. • Complete routine housekeeping tasks such as sanitizing surfaces, light vacuuming, and tidying shared areas and washrooms. • Provide day-to-day administrative assistance to colleagues as needed to support overall clinic operations.
2026-08-11T00:00:00Z

Payroll & AP Coordinator

Ingersoll, ON
onsite
Permanent
54000 - 75000 CAD / Yearly
We are looking for a Payroll & AP Coordinator to join our team in Ingersoll, Ontario. In this role, you will oversee payroll activities for unionized hourly and salaried employees while also supporting accounts payable operations. The ideal candidate brings strong knowledge of Canadian payroll practices, sharp reconciliation skills, and the ability to manage sensitive information with accuracy and discretion. Responsibilities: • Manage end-to-end payroll processing for hourly and salaried employees on weekly and bi-weekly cycles, ensuring all payments are completed accurately and on schedule. • Calculate and maintain payroll elements such as taxable benefits, deductions, premiums, garnishments, overtime, and pay adjustments in accordance with company policies and collective agreements. • Review timekeeping records, payroll exceptions, and seniority-based information to confirm pay accuracy before each payroll run. • Reconcile payroll balances, verify reports, support general ledger alignment, and assist Finance with payroll-related reporting requirements. • Prepare manual payments, off-cycle transactions, direct deposit updates, and related account reconciliations, including statutory and garnishment balances. • Administer required payroll compliance activities such as remittances, records of employment, year-end slips, supporting documentation, and tax reporting reconciliations. • Respond to questions from employees, union representatives, and auditors in a thorough and attentive manner while maintaining confidentiality of payroll information. • Produce regular reporting on labour costs, overtime, staffing levels, and payroll accruals, and keep payroll procedures and internal controls up to date. • Process supplier invoices, credit notes, and payment requests, complete matching against purchase orders and receipts, and resolve discrepancies with vendors or internal stakeholders. • Coordinate payment activities including cheques, EFTs, wire transfers, manual payments, and cheque-related exceptions such as cancellations or stop payments.
2026-08-13T00:00:00Z