Overview

We are seeking a dynamic and detail-oriented Administrative and Operations Coordinator to join our team. This vital role combines administrative excellence with operational oversight, ensuring the smooth functioning of daily office activities and supporting team management within a financial services office. The ideal candidate will thrive in a fast-paced workplace, demonstrating exceptional organizational skills, strong communication abilities, and a proactive approach to problem-solving.

This hands on role is responsible for keeping the administrative side of the business organized and moving efficiently. The job duties include general administration, bookkeeping support, record management and diligent follow up.

This position offers an exciting opportunity to contribute to organizational efficiency while developing your leadership and administrative expertise.

Duties

Administration Duties

- Manage front desk operations, including greeting visitors, answering phones and emails while maintaining a professional etiquette.
- Manage and monitor administrative emails and requests.
- Oversee clerical tasks such as electronic filing, data entry, and record keeping to ensure accuracy and accessibility of important documents.
- Prepare forms, spreadsheets, reports and correspondence.
- Track outstanding items and follow up with agents and team members.
- Maintain internal trackers, calendars and monitor deadlines.
- Assist with scheduling meetings, training events and office correspondence.
- Provide direct administrative support to the Senior Marketing Director.
- Handle confidential business and client information professionally.
- Maintain office supplies inventory, manage vendor relationships, and ensure the office environment is organized and efficient.

Licensing and Agent Administration

- Prepare and submit agent licensing applications.
- Assist new and existing agents through licensing and contracting requirements.
- Track applications and follow up on outstanding requirements.
- Maintain licensing records, renewal dates and agent information.




- Assist with provincial licensing and regulatory requirements and communicates with agents and financial institutions as required.

Bookkeeping and Financial Administration

- Handle bookkeeping responsibilities using QuickBooks for invoicing, expense tracking, and vendor management. This includes reconciling banking transactions, tracking invoices, payments and reimbursements.
- Prepare monthly bookkeeping information for management and accountant.
- Identify discrepancies or missing information and follow up as required.
- Assist with expense reporting and other routine financial administration.

Experience/Qualifications

- Demonstrated proficiency with QuickBooks accounting software for bookkeeping and financial management.
- Extensive office experience including front desk operations and clerical duties.
- Excellent communication skills—both verbal and written—with the ability to interact professionally with diverse teams and vendors.
- Exceptional organizational skills with keen attention to detail; capable of managing multiple priorities simultaneously and tracking deadline with thorough follow up.
- Knowledge of office technology tools such as Microsoft Office Suite and cloud-based systems; familiarity with bookkeeping software is preferred.
- Comfortable learning licensing and financial services systems.
- Financial services, insurance or licensing experience an asset.
- Ability to manage confidential information appropriately.

What success looks like Licening applications are completed accurately and on time. Bookkeeping remains current and organized. Outstanding items are actively followed up on rather than witing for direction. Deadline are tracked, records are accurate and the office operates efficiently.

Join us as an Administrative and Operations Coordinator to play a pivotal role in optimizing our office functions while supporting our team’s growth!

Pay: $25.00 per hour

Benefits

- Flexible schedule
- On-site parking

Education:
- Secondary School (preferred)

Experience:
- Customer service: 1 year (preferred)
- Administrative: 2 years (required)

Work Location: In person

📌 Administrative and Operations Coordinator (Greater Sudbury)
🏢 Sudbury Financial Services
📍 Greater Sudbury