Administrative Coordinator

Administrative Coordinator

We are searching for an experienced, energetic Administrative Coordinator who is looking for that special company where a creative, collegial, and supportive culture is so important.

Reporting to the Project Management Functional Manager, this position offers diversity and requires someone with project coordination experience and a minimum of 5 years’ of administrative experience. Do you crave autonomy, thrive in a changing and dynamic work environment, love to stay busy, excel at managing projects, and all while maintaining a positive attitude? If you answered yes, then read on!

About StarFish Medical:

Located near Uptown in beautiful Victoria, BC, office visitors are immediately met with a smile and an open concept office where the environment is filled with both a sense of driven scientific and engineering excellence, and also genuine employee engagement and transparency that is truly meaningful.

You will work with some of the best design strategists, designers and engineers in North America to help direct, create and deliver cutting edge products for international medical device markets. Our project areas range from tactical EMS products, surgical tools and consumer diagnostic devices through to high volume disposables, complex IVD systems, imaging technologies and lab equipment.

Salary will be commensurate with skills and experience, and a benefits and profit sharing package are included.

Our Ideal Candidate:

  • Must have a minimum of 5 years’ experience in an administrative or support role.
  • Advanced MS Office suite skills, including creating and maintaining Word templates, managing multiple calendars in Outlook, and graphing skills in Excel would be considered an asset.
  • Experience with MS Project and project coordination would be considered an asset.
  • Experience working in a high tech environment, with experience in a medical and/or product development environment as an asset.
  • Strong verbal and written communication skills.

Responsibilities:

Effective Support to the Project Management team:
  • Support the Project Management Team by continuously improving its effective operation
  • Including but not limited to:
    • Organize and push completion of improvements within the processes of the Project Management Team by helping close Corrective Actions, Preventative Actions and Process Improvements
    • Create effective documents, in consultation with other staff, based on supplied outlines or a description of the goal of the document
    • Support bi-weekly scheduling of project reports; ensure financials and reporting tools are up-to-date.
    • Support new project starts as well as ongoing projects as required
Day-to-day Activities:
  • Verify proposal approval forms are completed, all necessary persons signed, check boxes checked, draft initial contract from template based on proposal.
  • Facilitating contract sign-off with management, archiving of contracts
  • Project change requests – ensure BD is informed to update CRM with new budget, ensure PM has updated monthly resourcing to reflect new scope, update systems accordingly
  • Update necessary documentation for new projects – create network folders, create project in TimeFox, add default tasks, verify rates, update documentation
  • Prepare Project Binders, DHF, including initial draft documents to be populated.
  • Prepare monthly invoice requests for deposit, follow-up with accounting, forward to PM for review and forwarding to client
  • Create stakeholder registry with any key contacts identified in contract/proposal or by PM.
  • Support PMs to schedule Kick-off meeting, draft kick-off form, coordinate calendars for team members
  • Review WIP, forward to PM for review
  • Update PRT project invoicing schedule/invoicing status
  • Support Client visits and agendas, maintain an ongoing client visit schedule
  • Design Review documentation – ensure complete and properly stored
  • Gate/Design Review minutes – attend and record minutes at key design review meetings
  • Draft NDAs with vendors/sub-contractors and facilitate sign-off
  • Project planning and Gantt creation to support new and ongoing projects.

Personal Strengths:

  • Possess a great, keen, figure-it-out attitude to making things better and to personally develop in a growing, dynamic company
  • Understand customer service, both internally and externally
  • Take ownership of projects to completion, with minimal supervision
  • Are able to manage highly confidential information
  • Professionally represent the company while being diplomatic, conciliatory and discrete
  • Build strong working relationships with internal teams members and customers
  • Have a demonstrated ability to prioritize tasks based on relative importance and urgency
  • Are technically savvy
  • Are accurate in your work

Qualifications:

  • Must have a minimum of 5 years’ experience in an administrative or support role.
  • Experience working in a high tech environment, with experience in a medical and/or product development environment as an asset.
  • Advanced MS Office suite skills. Creating and maintaining Word templates, the ability to manage multiple calendars in Outlook, and graphing skills in Excel would be considered an asset.
  • Strong verbal and written communication skills.

How To Apply:

Qualified applicants are encouraged to apply in confidence to TallSky Consulting via careers@tallsky.ca with a resume and a covering letter that includes your salary expectations, and describes how your experience meets the requirements of this position.

We thank all applicants who apply; however only those selected for consideration will be contacted. No phone calls please.