Administrative Coordinator

MDA; Montreal (administrative region); On-site; CAD 52,000 - 72,000; Full time

Job summary

MDA Space is seeking an Administrative Coordinator for the Satellite Systems team in Montreal. You will provide secretarial support, manage reports, data entry, travel, budgets, and onboarding, coordinating with managers and colleagues.

Fluent in English and French, you will handle communications, prepare presentations, and ensure smooth office operations in a dynamic space environment.

Qualifications

• College diploma in office administration or equivalent.
• 2+ years in administrative support or secretarial work.
• Strong interpersonal and communication skills in English and French.

Responsibilities

• Provide secretarial services and administrative support to managers and team members.
• Prepare, review, and update reports (daily, weekly, monthly).
• Perform data entry in internal systems and manage budget tracking.
• Arrange travel, approvals, invoices, and expense reports.
• Prepare presentations and meeting minutes; coordinate information flow.
• Greet visitors, manage reception, and onboarding for new employees.
• Support onboarding with IT requests and equipment delivery.

Skills

Word

Excel

PowerPoint

Communication

Time management

Autonomy

Education

College diploma in office administration

Tools

ERP

Visio

Acrobat

Job description

MDA Space (TSX: MDA) is a trusted mission partner to the global space industry—building the space between proven and possible. As a pioneer in robotics, satellite systems and geointelligence, with a 55-year history of firsts and over 450 missions, MDA Space is a global leader in communications satellites, Earth and space observation, and space infrastructure and exploration. With a team of more than 3,000 space experts in Canada, the US and the UK, MDA Space has the knowledge and know-how to turn an ambitious vision into a realizable mission—bringing together the unique combination of experience, technical excellence and wonder that has been in our DNA since day one. For those who dream big and push the boundaries on earth and in the stars to change the world for the better, we’ll take you there.

We are looking for an Administrative Coordinator to join our Satellite Systems team at our Montreal office.

Role:

Provide secretarial services and administrative support to managers, team members, and those located nearby. Knowledge of general office work and understanding of the organization, its programs, and procedures, where applicable. Work autonomously with minimal supervision and detailed instructions.

Responsibility:

• Prepare, review, and update various reports (daily, weekly, and monthly) related to the department.
• Perform data entry in various internal systems.
• Make purchase requests, prepare proposals and shipping orders.
• Process travel requests and obtain necessary approvals.
• Perform budget tracking.
• Proofread and revise correspondence. Preparation, drafting, layout, and translation of various documents related to the department.
• Participate in team meetings as needed and perform necessary follow-ups. Record and prepare meeting minutes.
• Prepare presentations for meetings, reports, and other related documents based on instructions provided by the manager.
• Coordinate the internal circulation of information received by email or mail.
• Answer inquiries received by phone and email. Forward phone calls and messages to the appropriate people.
• Schedule and confirm appointments, interviews, meetings, and teleconference meetings, and book rooms.
• Obtain approvals for invoices and be able to answer questions regarding expenses. Perform budget tracking.
• Prepare expense account reports and distribute checks.
• Prepare for visitor arrivals and required documentation as necessary. Greet visitors and direct them to the appropriate person.
• Order office supplies and maintain inventory according to the allocated budget. Coordinate the purchase of equipment for new employees if applicable.
• Organize, manage, and maintain electronic and paper filing of documentation. Keep records up to date according to department needs, including archival records.
• Prepare and transmit catering service orders.
• Provide relief at the main reception desk.
• Prepare, support, and execute onboarding for new employees as needed, including, but not limited to: IT request forms, equipment delivery, and onboarding sessions.
• Manage, maintain, and coordinate the payment of contractor and consultant invoices, including, but not limited to: hours verification and the approval process.
• Any other related tasks specific to each function and according to the assigned department.

Minimum Required Qualifications:

• College diploma in office administration or equivalent.
• Two (2) or more years of experience in administrative support or secretarial work.
• Team spirit.
• Proactive, dynamic, resourceful, and autonomous individual.
• Able to manage time and deadlines.
• Able to work without direct supervision.
• Advanced knowledge of the following software: Word, Excel, PowerPoint, ERP, Visio, Acrobat, etc.
• Practical knowledge of office skills.
• Excellent interpersonal and communication skills, including the ability to deal with all levels of the organization and external clients.
• Possess good judgment.
• Must be flexible and open to change.
• Good knowledge of French and English, both oral and written.

#LI-PP1

Special Considerations:

Selected candidates must obtain and hold a reliability status security clearance and successfully pass the security assessment for the Controlled Goods Program (CGP) and ITAR.

We are a dream team of passionate, collaborative, and driven people, and we are constantly looking for others to join #TeamMDA to drive new and innovative approaches to problem solving that push us to improve life on and above Earth. If you are enthusiastic about expanding our place in space and wish to inspire the next generation, we will take you there.

We have entered a new era of exploration and development, and MDA invites all those who want to get involved and be a part of it. As an equal opportunity employer prioritizing diversity, integrity, and collaboration, we are committed to strengthening the leadership status of MDA and Canada in this new chapter.

MDA offers competitive compensation and benefits to employees across all locations. As a member of the MDA team, you and your eligible dependents can subscribe to a comprehensive benefits plan that provides a high level of protection through competitive healthcare, including: supplemental health plans and flexible drug plans, dental and vision care benefits, income protection in case of disability, life insurance, group retirement savings plans, and an employee and family assistance program.

MDA Space is proud to offer accommodation measures during the recruitment process. If you wish to avail yourself of such measures, please indicate this in your application or cover letter, and we will work with you to meet your accessibility needs.