Administrative Business Coordinator ( Legal & Human Resources) Contract

Volkswagen Canada; Ajax; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

Volkswagen Canada is seeking a detail-oriented Business Coordinator for the Legal, Government, and Regulatory Affairs (LGRA) team. This hybrid role will involve supporting administration for LGRA and Human Resources, requiring strong communication and organizational skills. The ideal candidate will have experience in handling budgets and supporting leadership in a fast-paced environment.

Benefits

Flexible team dynamic

Participate in community events

Competitive benefits package

Qualifications

• 5+ years of experience supporting senior leadership.
• Prior experience as a Legal Assistant.
• Experience managing budgets and pending accounts.

Responsibilities

• Provide administrative support to the LGRA function.
• Assist HR team with various administrative tasks.
• Manage departmental budget and track expenses.

Skills

Strong organizational skills

Strong communication skills

Resourcefulness

Education

College / University Degree in Business Administration

Job description

We love our cars, but it’s the people behind them who make them what they are. To market, sell, and service great cars, we need great people. That’s why at Volkswagen Group Canada, we are passionate about our cars and our brand and foster this same passion and drive in our people. We know that the right people in the right positions can do incredible things, and we love making that happen.

We are seeking a highly organized and proactive individual to serve as a Business Coordinator for the Legal, Government, and Regulatory Affairs (LGRA) team. In this role, the successful candidate will provide comprehensive administrative and coordination support to the LGRA function, ensuring smooth day-to-day operations and effective communication across stakeholders.

In addition, the successful candidate will allocate a portion of their time to support the Human Resources (HR) team with various administrative tasks and initiatives. This dual-support role requires strong attention to detail, excellent communication skills, and the ability to manage multiple priorities with professionalism and discretion. This is a hybrid role.

Key Responsibilities :

Legal, Government & Regulatory Affairs

• Assistance with litigation and corporate files, including preparation of settlement payment requests and coordination of settlement funds, updating files on share drive.Managing status of legal pending account and meeting with finance on a regular basis to report
• Processing invoices and litigation claim backs, including management of matters through Legal Tracker
• Assisting with year-end activities, including drafting of audit inquiry letters and account accruals
• Administrative filings, including quarterly Stewardship filings
• Preparation of department purchase orders
• Other general administrative tasks for LGRA team, including but not limited to mail collection, group meeting scheduling, coordination and tracking of annual trainings, filing of documents on shared drive, maintenance of LGRA team generic email addresses and intranet

Human Resources

• Prepare and coordinate key internal and external meetings, manages agenda topics, communication, and action plans, all follow ups as required
• Effectively manage on a timely basis : travel management, company car / IT concerns, teleconference set-up, appointment booking, translation ad hoc requests, etc.
• Research and respond to external vendors and inquiries as directed
• HR team tracking of vacation, absences, requests, and act as delegate for CHRO in approvals for same (currently Dayforce and Concur)
• Manages purchasing process for HR (POs, KSRM, Shopping carts, payment of invoices, etc.)
• Manage HR vendor contracts to monitor expiry dates and / or renewal needs
• Monitor and manage the tracking of departmental budget, accruals, and respective expenses in collaboration with Controlling.
• Monitor HR Mail and Inbox at minimum 2x / daily and redirect inquiries, as needed.

Qualifications :

• College / University Degree Business Administration or other relevant field
• 5+ years of experience supporting senior leadership, prior experience as a Legal Assistant and supporting a busy department.
• Prior experience managing budgets and understanding management of pending accounts is a must.
• Strong organizational skills and ability to juggle multiple demands
• Strong communication skills - interpersonal and written
• Ability to work independently and as part of team
• Resourceful and comfortable working under minimal supervision

What you’ll get in return :

• A flexible and collaborative team dynamic
• Opportunities to participate in exciting company events that give back to the community
• Competitive employer paid benefits and overall compensation package
• And much more!
• Please note that we appreciate the interest of all candidates, however only those under consideration will be contacted.

Volkswagen Group Canada Inc. is committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, family status, gender identity, gender expression, national origin, age, disability or any other characteristic protected by federal, or local laws.

Volkswagen Group Canada Inc. is committed to providing accommodations for people with disabilities during all phases of the hiring process including the application process. If you require an accommodation because of a disability, we will work with you to meet your needs. Applicants need to make their needs known in advance. If you are selected for an interview and require an accommodation, you are encouraged to advise the Recruiter who will consult with you to determine an appropriate accommodation. #LI-Hybrid #LI-LD1

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