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administrative coordinator

Posted on June 02, 2025 by Employer details APS Aerospace Corp.

Job details

*Company Overview* APS Aerospace, headquartered in Ottawa, Ontario, is a global leader in flight data analysis and aviation safety solutions, with over 40 years of combined expertise. We specialize in Flight Data Analysis and the readout of Flight Data and Cockpit Voice Recorders, supporting aviation organizations worldwide. Our software delivers high-fidelity data visualization to enhance both safety programs and investigations. APS joined the ACR Group, expanding our reach while maintaining operational independence. We remain committed to safety, innovation, and advancing aviation through expert services and technology. *Position Summary* We are seeking a highly organized and proactive individual for our *Administrative Coordinator *role that will support daily operations and maintain an efficient, professional office environment. This role includes responsibilities in reception, executive support, office management, and internal communications. The ideal candidate is detail-oriented, resourceful, and thrives in a fast-paced, high-tech setting. The ideal candidate thrives in a fast-paced, high-tech environment and is eager to contribute to a growing team. *Key Responsibilities* *Office & Administrative Support* * Act as the first point of contact for staff, vendors, and visitors?delivering a professional and welcoming experience via phone, email, and in person. * Manage reception duties including visitor logs, access control, and hospitality coordination. * Maintain an organized and well-stocked office environment (kitchen, supplies, meeting rooms). * Organize and maintain both digital and physical filing systems with an emphasis on confidentiality and structure. * Track and manage corporate calendars including holidays, events, and operational deadlines. *Executive & Meeting Support* * Provide administrative support to leadership, including scheduling, calendar management, travel coordination, expense tracking, and meeting preparation. * Prepare reports, presentations, agendas, and correspondence as required. * Take minutes at meetings and ensure timely follow-up on action items. *Event & Logistics Coordination* * Plan and support internal and external events, including training sessions, client visits, and the APS Users Conference. * Manage logistics such as venue booking, catering, accommodations, setup/teardown, and materials preparation. * Coordinate the receipt and dispatch of packages, shipping logistics, and courier services. *Internal Communications & Collaboration* * Maintain internal distribution lists, manage company-wide announcements, and support interdepartmental communications. * Assist with internal cloud storage organization, ensuring structured file naming and version control. * Contribute to a positive, safe, and professional office environment. *Qualifications & Skills* * Minimum *5 years of experience* in office administration or coordination roles. * Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint, OneDrive). * Excellent written and verbal communication skills. * Strong organizational and multitasking abilities with exceptional attention to detail. * Experience supporting executives and coordinating meetings, travel, and events. * Ability to work independently and collaboratively in a fast-paced, technical environment. * Familiarity with CRM platforms and document management systems is an asset. * Experience in aviation, technology, or regulated industries is an advantage. *Why Work with APS Aerospace?* * Be part of a company with a proud legacy and cutting-edge mission in aviation safety * Work in a collaborative, supportive, and innovative environment * Contribute to meaningful projects with global impact * Access opportunities for career growth and ongoing development Job Type: Full-time Pay: $55,000.00-$60,000.00 per year Benefits: * Extended health care * Life insurance * On-site parking * Paid time off * RRSP match Flexible language requir