Administrative Coordinator - Fully Remote

Please visit regroove.ca/careers for a full job description. WHO WE ARE: Regroove Solutions Inc. (Regroove) is a cloud first technology consulting company with a strong focus on helping teams harness Microsoft technology to run a more effective business. The Regroove team shares a laid-back humour; employees build friendships here, and collaborate effectively, making teamwork feel like a breeze—even from different corners of the map! WHO YOU ARE: We are in search of an Administrative Coordinator to join our team. You are the kind of person who thrives on being the go-to for getting things done. People around you rely on your knack for staying organized, keeping track of details, and anticipating needs before they even arise. You love coordinating schedules, managing priorities, and ensuring the people you support have everything they need to succeed. Your friends probably joke that your calendar is more organized than their entire life. You enjoy creating order out of chaos—whether that’s planning an event, managing a to-do list with multiple deadlines, or following up on meeting action items. Handling multiple workflows is second nature to you, and shifting gears between tasks doesn’t faze you. In fact, you prefer a fast-paced environment where every day looks a little different. WHAT YOUR ROLE WILL INCLUDE: As the Administrative Coordinator at Regroove, you will play a crucial role in ensuring our operations run smoothly and efficiently. Business Development Administration (25%) • Monitor the presales channel and respond to inquiries promptly using templated communications. • Update the Presales Register and track potential clients through the sales process. • Support client engagement by managing communications, preparing proposals, and organizing materials. • Draft Statements of Work (SOWs) and client/project welcome messages. • Conduct weekly searches for RFPs and assist with preparing and submitting responses. Project Administration (40%) • Schedule and attend client and internal meetings, taking notes, tracking action items, and sharing recordings and summaries. • Maintain project tools like the Project Register and Planner, ensuring updates and accountability for tasks. • Prepare project budget updates and review client communications for clarity and accuracy. • Assist Project Managers with change management, lessons learned, and project closure activities. • Celebrate project successes by contributing to case studies and supporting team morale. Internal Administration (25%) • Provide administrative support to team members to ensure smooth operations and project success. • Assist the Controller with organizing financial documents, maintaining records, and preparing basic reports. • Support technical consultants by preparing presentation materials, coaching session resources, and reports. General Administration (10%) OUR IDEAL REQUIREMENTS: • Post-secondary education in business administration, office management, or a related field, or equivalent work experience. • 2+ years’ experience in an administrative or coordination role, ideally supporting multiple teams or departments. • 1+ years’ experience with Microsoft 365 tools (Excel, Outlook, Planer, Excel, Teams, and SharePoint). POSITION MUST HAVES: • Self-Starter with Initiative • Meticulous Attention to Detail • Meeting Coordination and Follow-Through • Expert Multitasker • Exceptional Communicator • Cross-Functional Collaboration ORGANIZATION MUST HAVES: • A sense of humour. We love to laugh at ourselves and find fun in life and the work we do. • Respect for people; a commitment to inclusiveness in all interactions. Sexist, racist, homophobic, transphobic, and ableist views are not entertained here. You are not a fit if you harbour these views. WHY WORK WITH US? Personal perks include: • Premium employee health benefits package. • 2 weeks paid vacation days, and extra paid time off during last week of December. • Flexibility to accommodate personal appointments during work hours. • Quality hardware delivered to your home. • A monthly allowance to subsidize your existing cell phone plan. • A completely remote work environment. DETAILS: Location: Fully online/remote (must be in PST/MST time zone and already based in Canada). Salary: $25-$27 per hour, depending on experience, with a comprehensive benefits package and paid vacation time. We are open to negotiating a higher hourly rate for candidates who prefer not to enroll in the benefits program. Term: Permanent, part-time (20 hours per week). Start: January 6, 2025 (flexible). HOW TO APPLY: • Deadline to apply: December 8, 2024, at midnight. • Please submit your resume and a cover letter in PDF format. • Please indicate the position you are applying for in the cover letter and email subject line. • Send email PDF attachments to careers email c/o Nicole Nelson.