Administrative Coordinator

VitalAire Canada Inc.; Varennes; On-site; CAD 42,000 - 64,000; Full time

Job summary

Air Liquide in Varennes, QC is seeking an Administrative Coordinator for the Eastern Canada operations. You will be the central hub for daily operations, procurement and project logistics, ensuring parts, documentation and financial processes are synchronized to deliver seamless service to customers.

The role requires a high school diploma or college administration qualification, plus experience in procurement, logistics, or project coordination in an industrial setting.

Qualifications

• Education suitable to work in administration and procurement.
• Experience in procurement, logistics, or project coordination in industrial or mechanical settings.
• Ability to manage multiple priorities across geographically dispersed locations and communicate clearly.

Responsibilities

• Strategic sourcing and project procurement to optimize budgets and efficiency.
• Procure-to-Pay workflow: create requisitions, track POs, and process invoices.
• Regulatory documentation management including Avetta, QC files, and Intelex.
• Logistics, receiving, warehousing and inventory control, cross-border coordination.

Skills

Strong communication

Attention to detail

Multitasking

Education

High School diploma or administrative college program

Job description

How will you CONTRIBUTE and GROW? We are committed to building a diverse and inclusive workplace that embraces the unique perspectives of our employees, our customers, patients, community stakeholders, and cultures across the world.

We believe that a variety of backgrounds makes our team stronger and more innovative.

Air Liquide is Hiring for an Administrative Coordinator. This position is located at Varennes.

Summary Job description: We are seeking a detail-oriented Administrative Coordinator, to join our Eastern Canada operations. You will be the central hub for our daily operations, procurement and project logistics, ensuring that all necessary parts, documentation, and financial processes are synchronized to deliver seamless service to our customers.

Key Responsibilities:

• Strategic Sourcing & Project Procurement: Secure competitive quotes for day to day purchasing equipment and components to optimize project budgets and operational efficiency. Coordinating with the procurement team for larger projects.
• Procure-to-Pay Workflow & Financial Administration: Manage the end-to-end financial workflow by creating requisitions, and tracking PO creation. This includes processing invoices for multiple plants and installation sites, managing utility invoices, handling PO balancing/on-hold reports and follow-up items, and managing statements/accounts with suppliers.
• Compliance and Documentation Management: Oversee and maintain essential regulatory documentation from suppliers to ensure adherence to industry standards. This includes Avetta management/support for our contractors (variance requests and administration), QC File Management (equipment calibration documents, test reports, etc.), and Intelex document control administration and data entry.
• Logistics, Receiving, and Inventory Control: Coordinate procurement logistics, including sourcing, order tracking, warehousing, coordination, and freight forwarding for remote projects. Coordinating with the logistics team to organize item shipments and cross-border logistics. Perform receiving inspections (pressure equipment, completion and filing of QC documentation). Monitor and manage parts inventory to ensure appropriate quality control requirements are met and guarantee availability of parts as required.

Are you a MATCH?

Required qualifications:

• Required Education: High School diploma or High School professional program - administration, or College degree in administration.
• Required Length & Type of Experience: Previous experience in procurement, logistics, or project coordination within an industrial or mechanical setting.
• Knowledge, Skills & Abilities: Proven ability to manage multiple priorities across geographically dispersed locations. Strong communication skills to ensure clear internal reporting. Exceptional attention to detail regarding documentation and financial processing.

Our Differences make our Performance At Air Liquide, we are committed to build a diverse and inclusive workplace that embraces the diversity of our employees, our customers, patients, community stakeholders and cultures across the world.

We welcome and consider applications from all qualified applicants, regardless of their background.

We strongly believe a diverse organization opens up opportunities for people to express their talent, both individually and collectively and it helps foster our ability to innovate by living our fundamentals, acting for our success and creating an engaging environment in a changing world.

A world leader in gases, technologies and services for Industry and Health. Through the passion and diversity of its people, Air Liquide leverages energy and environment transition, changes in healthcare and digitization, and delivers greater value to all its stakeholders.

Join us for a stimulating experience: you'll find a world of learning and development opportunities where inventiveness is at the heart of what we do, in an open, collaborative and respectful environment. Discover what your professional journey at Air Liquide could be here!