Administrative Coordinator - Regulatory Services

Quantum Management Services Ltd; Toronto; Hybrid; CAD 28,000 - 40,000; Full time

Job summary

Quantum Management Services Ltd. is seeking an Administrative Coordinator in Toronto (Hybrid) to support regulatory services and registration processes.

The role focuses on processing applications, maintaining records, responding to inquiries, and ensuring accuracy and compliance in a fast-paced environment. The successful candidate will handle document processing, client communications, and coordination of renewals and compliance activities, contributing to efficient service delivery and

Qualifications

• Strong customer service skills; professional, clear, patient communication.
• Excellent organizational skills with ability to manage multiple tasks and deadlines.
• Experience using CRM systems, databases, or Salesforce is an asset.

Responsibilities

• Review and process applications and supporting documentation.
• Respond to inquiries from applicants, members, and stakeholders via email and phone.
• Assist individuals with navigating application processes and resolving documentation inquiries.
• Coordinate administrative activities including renewals, record updates, compliance tracking, and follow-ups.
• Maintain up-to-date information in internal databases and filing systems.
• Prepare correspondence, reports, and other administrative documents.
• Identify missing information or discrepancies in records.
• Track deadlines and follow up to ensure timely processing.
• Support regulatory administration, file reviews, and special projects.
• Identify opportunities to improve administrative workflows.

Skills

Customer service

Organization

Communication

Multitasking

Education

Post-secondary education in Business Administration or Office Administration

Tools

CRM systems (Salesforce)

Job description

Position: Administrative Coordinator - Regulatory ServicesLocation: Toronto, ON (Hybrid)
Salary: $25 per hour
Posting Type: Open vacancy
Job Type: 6-month contract with potential for extension or permanent employment

We are currently seeking a detail-oriented Administrative Coordinator to join a well-established professional organization in Toronto. This is a hybrid opportunity ideal for someone who enjoys a combination of administrative coordination, customer service, and detailed document processing.

The successful candidate will assist with applications, maintain accurate records, respond to inquiries, and support various registration and compliance-related processes. We are looking for someone who is organized, resourceful, and comfortable working in a fast-paced environment where accuracy, professionalism, and excellent customer service are essential.

Key Responsibilities:

• Review and process applications and supporting documentation, ensuring information is accurate, complete, and aligned with established policies and procedures.
• Respond to inquiries from applicants, members, and other stakeholders via email and phone, providing professional and timely customer service.
• Assist individuals with navigating application processes, understanding requirements, and resolving documentation or registration-related inquiries.
• Coordinate administrative activities, including renewals, record updates, compliance tracking, and follow-up communications.
• Maintain accurate and up-to-date information within internal databases, spreadsheets, and electronic filing systems.
• Prepare correspondence, reports, letters, and other administrative documentation.
• Review records and supporting materials to identify missing information, discrepancies, or outstanding requirements.
• Track deadlines, monitor application statuses, and follow up with individuals to ensure timely processing.
• Support internal teams with regulatory administration, file reviews, and special projects.
• Identify opportunities to improve administrative workflows, documentation processes, and overall service delivery.

Qualifications and Experience:

• Post-secondary education in Business Administration, Office Administration, or a related field is preferred.
• 2+ years of experience in administration, customer service, application processing, or a similar office-based role.
• Strong customer service skills with the ability to respond to inquiries professionally, clearly, and patiently.
• Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines.
• Experience using CRM systems, databases, or Salesforce is considered an asset.

All applications are reviewed by our recruitment team, and hiring decisions are made by people. We may also use AI-enabled tools to support parts of the application review process.