We are currently recruiting for the position of: 

Administration and Client Support Co-Ordinator

The Administration and Client Support Co-Ordinator will provide a full range of administrative support to the President & Client Director as well the organization on a whole, including calendar and expense management, correspondence, invoicing, bookkeeping and travel coordination. Your role is to help maintain a positive and professional workplace that operates efficiently and achieves a high level of client satisfaction.

Status: Full Time

Location: Guelph, ON                         

PRIMARY DUTIES AND RESPONSIBILITIES:  

The Administration and Client Support Co-Ordinator will be responsible for co-ordinating administrative functions related to consulting and communication client projects in conjunction with the Account Managers & Project Managers.

I – Client Support and Project Management

Client Administration & Document Support

  • Provide administrative support to the consulting team, including supplier expense tracking, calendar management, organizing client planning sessions,  travel arrangements and conference registration.
  • Provide documentation support including editing, formatting and proofreading reports, proposals and contracts ensuring all documentations meet client specifications and project requirements
  • Co-ordinate the creation of new business proposals in conjunction with the consulting team
  • Provide project management support for Account Managers on communication projects

Client Billing Management

  • Collaborate with account/project managers and consulting team to create client invoices on a monthly basis
  • Liaise with internal team, suppliers and clients to resolve billing issues
  • Assist with reporting to respond to client inquiries or to perform internal analysis on client projects
  • Approve and enter supplier invoices associated with various client projects
  • Monitor time sheet entry for accuracy and provide regular updates to team members

 

II – Office Administration Support

  • Support bookkeeper by coding supplier invoices and carrying out daily bank deposits
  • Provide back up for bookkeeper for entering invoices into QuickBooks and reporting
  • Maintain and update corporate forms and templates (report template, proposal template, etc.) in conjunction with graphic design team
  • Monitor online tendering/procurement systems for potential new business opportunities on a daily basis (Biddingo, Merx)
  • Negotiate systems contract terms and conditions for leases and major purchases
  • Monitor and maintain office supplies and equipment inventory

Education and Experience:

  • Post-Secondary education in an Office Administrative, Business Administration or related field
  • Three years of related experience; working in an account co-ordinator or administrative capacity is preferred
  • Experience in the agriculture industry
  • Experience working with a consulting firm or marketing agency is an asset
  • Experience writing proposals and business communications is an asset
  • Strong working knowledge of Microsoft Office, accounting software (Quickbooks), web-based technologies (Dropbox) and a proven ability to learn new software

Qualities:

  • Candidate must be professional and embrace the entrepreneurial spirit
  • Flexible and able to multi-task in a fast-paced environment characterized by changing priorities while attending to details
  • Excellent communications, interpersonal and customer service skills
  • Well-developed time management and organizational skills
  • Ability to take initiative, prioritize tasks and function independently and as part of a team

How to Apply:

Please submit your current resume and cover letter to info@synthesis.ag. Tell us a bit about yourself and your professional experience.

Synthesis welcomes and encourages applications from people with disabilities. Candidates participating in our selection process requiring accommodation due to a disability or medical need are encouraged to notify the Synthesis representative that they will be meeting with to ensure appropriate arrangements can be made.