Administrative Coordinator

ACI Worldwide; Saint-Georges; Hybrid; CAD 42,000 - 64,000; Full time

Benefits offered by this job

RRSP matching

Hybrid work

Employee stock ownership

Career growth

Transit pass

4 weeks vacation

Job summary

Pomerleau in Saint-Georges, QC, is seeking an Administrative Coordinator to support Logistics and Finance teams and manage office operations. You will coordinate calendars, meetings, travel, and communications.

The role requires 5–7 years of admin experience, a related diploma, and strong Microsoft Office skills. A hybrid work model, RRSP match, and employee stock ownership are among the benefits.

Qualifications

• 5 to 7 years of experience in administrative support and/or executive assistance.
• A vocational or college diploma (DEP, AEC, or DEC) in secretarial studies, administration, or a related field.
• Excellent proficiency in the Microsoft Office Suite.

Responsibilities

• Manage calendars for Finance and Logistics leadership teams, scheduling and prioritizing meetings.
• Coordinate meetings, prepare/translate documents or presentations, and follow up on action items.
• Draft and manage internal communications; maintain distribution lists and optimize tools (SharePoint, Teams, email).
• Arrange travel bookings and oversee expense reports and corporate card management.
• Coordinate events, projects, and team activities logistics.
• Handle sponsorship requests for equipment, loans, transport, invoicing and follow-ups.
• Follow up registrations and communications with government authorities on compliance numbers.
• Oversee office archives and leadership documents.
• Respond to internal requests and support logistics and fleet admin needs.
• Coordinate office files across Saint-Georges, Lévis and Sainte-Catherine, including leases and maintenance tenders.

Skills

Attention to detail

Discretion

Autonomy

Priority management

Proactive mindset

Education

Vocational or college diploma in secretarial studies/ administration

Tools

Microsoft Office Suite

Job description

Ready to build your career? We want to hear from you.

Reporting to the Senior Director, Logistics, Equipment and Procurement, the Administrative Coordinator plays a key role in providing administrative, operational, and coordination support for the Logistics and Finance teams, as well as for the Saint-Georges office.The incumbent acts as a central coordination point between internal teams and contributes to the smooth flow of operations, the quality of information, and the overall efficiency of processes.

What you will do

• Effectively and proactively manage the calendars of the Finance and Logistics leadership teams, including scheduling, prioritization, and optimization of time.
• Coordinate and plan various meetings, including preparing and translating required documents and/or presentations, as well as following up on action items and commitments.
• Draft, review, and manage various correspondence, publications, and internal communications, including maintaining distribution lists and optimizing communication tools (SharePoint, Teams, email, etc.).
• Manage travel bookings through corporate platforms and oversee expense reports, including corporate credit card management for leadership.
• Coordinate and support the organization, content, and logistics of internal events, special projects, and team activities.
• Manage sponsorship requests involving equipment (mainly in the Beauce region), including equipment loans, transportation, invoicing, and follow-ups.
• Ensure follow-up on registrations and communications with government authorities regarding compliance numbers.
• Oversee the proper management of office archives in St-Georges as well as leadership documents and information.
• Respond to internal requests and support employees with various administrative needs related to logistics and fleet.
• Contribute to the administrative and operational coordination of certain files related to the offices (and warehouse/garage) in Saint-Georges, Lévis, and Sainte-Catherine, including:
  • Maintaining leases, agreements, and real estate documentation up to date
  • Supporting the coordination of maintenance and improvement work (tender requests, purchase orders, invoice validation, and follow-up)
  • Acting as a liaison with internal and external stakeholders for facility-related needs

This role could be for you if you have

• 5 to 7 years of experience in administrative support and/or executive assistance.
• A vocational or college diploma (DEP, AEC, or DEC) in secretarial studies, administration, or a related field.
• Excellent proficiency in the Microsoft Office Suite.
• A proactive mindset, strong attention to detail, discretion, autonomy, and excellent priority management skills.

Benefits

• RRSP with up to 5% employer matching
• Hybrid work model for corporate roles
• Employee stock ownership program
• Career growth through real development opportunities
• Transit pass reimbursement
• Minimum 4 weeks of vacation from day one

Pomerleau is a national leader in construction, delivering major projects across Canada. We believe in creating a workplace where people feel respected, supported, and empowered to grow. Our culture is built on collaboration, trust, and a shared commitment to doing great work.