Senior Administrative Coordinator

Swift Disability Services; Vancouver; On-site; CAD 65,000 - 75,000; Full time

Benefits offered by this job

Extended health insurance

Dental coverage

Vision care

Life insurance

Paid vacation

Training support

Professional environment

Job summary

Swift Disability Services is seeking an experienced administrative professional to support our client operations team in Port Moody, BC. The role emphasizes organization, detailed documentation, and smart use of technology, AI tools and our CRM to reduce manual work and keep client files moving.

You will own mail/logistics, filing, data entry and cross-team coordination. A reliable, detail-focused candidate with strong English communication and a willingness to learn AI-enabled processes will

Qualifications

• Three years of experience in office administration or client operations.
• Experience in medical, financial services or tax admin is an asset.
• Clear and professional written and verbal English communication.

Responsibilities

• Manage incoming/outgoing mail, courier items and document logistics.
• Prepare, file and organize welcome packages and client documents.
• Submit T2201 applications and maintain submission records.
• Monitor CRA portals and client files for status (applications, approvals, denials).
• Contact CRA representatives to resolve processing issues.
• Review T2201 forms for completeness and readiness.
• Coordinate client referrals to MetCredit when needed.
• Provide backup support for tax assessments and CRA workflows.
• Maintain accurate CRM records, notes and next steps.
• Answer calls, manage voicemail and routine inquiries.
• Collaborate with sales, client service and admin teams to prevent handoff gaps.
• Support filing, data entry, reporting, billing and other admin tasks.

Skills

Attention to detail

Reliability

Communication

Process mindset

Team player

Confidentiality

Independent work

Organizational skills

English proficiency

Tools

Microsoft 365

SharePoint

Salesforce

AI tools

Automation tools

Job description

Swift Disability Services helps Canadians apply for and obtain approval for the Disability Tax Credit. We work with clients, medical professionals and the Canada Revenue Agency to move applications forward accurately and efficiently.

Over the past 7 years, our team has helped Canadians access more than $50,000,000 in tax refunds!

We are building a high-performing, technology-enabled operation. We value people who take ownership, communicate clearly, improve processes and do what is required to deliver a strong client experience.

The Opportunity

About Swift Disability Services

Swift Disability Services helps Canadians apply for and obtain approval for the Disability Tax Credit. We work with clients, medical professionals and the Canada Revenue Agency to move applications forward accurately and efficiently.

Over the past 7 years, our team has helped Canadians access more than $50,000,000 in tax refunds!

We are building a high-performing, technology-enabled operation. We value people who take ownership, communicate clearly, improve processes and do what is required to deliver a strong client experience.

The Opportunity

We are hiring an experienced, highly reliable administrative professional to support our client operations team.

This is a hands-on role for someone who is organized, efficient, comfortable working with detailed documentation and willing to step into whatever the business needs.

You will be expected to use technology, AI tools, automation, templates and our CRM to reduce manual work, improve accuracy and keep client files moving.

This is not a role for someone who needs a narrow job description or constant direction. The right person notices issues, solves them and follows through.

What You Will Own

• Manage incoming and outgoing mail, courier items and document logistics.
• Prepare, file and organize welcome packages, T2201 Disability Tax Credit Certificates, CRA authorization pages and related client documents.
• Submit T2201 applications and supporting documents to the CRA and ensure submission records are complete.
• Monitor CRA portals and client files for first-time applications, applications in process, approvals, denials, reassessments and other status changes.
• Contact CRA representatives to resolve processing issues, request letters or reissues, clarify file status and advance client applications.
• Review T2201 forms and supporting documentation for completeness, accuracy and process readiness.
• Coordinate client referrals to MetCredit when required.
• Provide backup support for tax assessments, reassessments, CRA service complaints and related workflows.
• Maintain accurate CRM records, including notes, tasks, statuses, document history and next steps.
• Answer and direct calls, manage voicemail and respond to routine client or partner inquiries.
• Work closely with sales, client service and administrative team members to understand client circumstances and prevent handoff gaps.
• Support filing, data entry, reporting, billing or accounting administration, and other operational tasks as required.

What Success Looks Like

• Client documents are processed accurately and on time.
• CRA follow-ups and file status checks are completed without avoidable delays.
• CRM records are current, clear and reliable for the rest of the team.
• Administrative errors, stalled files and repeated manual work decline over time.
• The team can rely on you to take ownership and close the loop.

What We Are Looking For

• Experience - At least three years of experience in office administration, client operations or a comparable role. Experience in a medical office, financial services or tax administration environment is an asset.
• Reliability - A strong track record of attendance, follow-through and completing work when promised.
• Administrative judgment - You can work independently, prioritize competing tasks, recognize risk and know when to elevate.
• Attention to detail - You are accurate with names, dates, forms, client records and multi-step processes.
• Communication - Clear and professional written and verbal English, with the ability to communicate effectively with clients, team members and external organizations.
• Technology and AI - Strong working knowledge of Microsoft 365, including Word, Excel, Outlook and SharePoint. Experience with Salesforce or another CRM is preferred. Practical experience using AI or automation tools to improve administrative work is an asset. A willingness to learn and use these tools responsibly is required.
• Process mindset - You look for unnecessary steps, repeated errors and bottlenecks, then propose practical improvements.
• Team-first approach - You are willing to assist outside your usual responsibilities when the business needs it.
• Confidentiality - You handle sensitive personal, medical and financial information with discretion and care.

Compensation and Benefits

• Base salary of $65,000 to $75,000, based on experience and capability.
• 10% annual target performance bonus, paid quarterly based on achievement of targets.
• Target total cash compensation of $71,500 to $82,500.
• Extended health, dental, vision and life insurance benefits.
• Paid vacation, training and support.
• Company events and a professional, business-casual work environment.

Location and Schedule

• This is a full-time, in-office position based in Port Moody, British Columbia.
• The office is located on Murray Street across from Rocky Point, close to Moody Centre SkyTrain and the West Coast Express.
• The schedule is 40 hours per week, Monday to Friday.

Why Join Swift

• Do meaningful work that can materially improve the lives of Canadian individuals and families.
• Join a growing business where strong performers can take on more responsibility and build a long-term career.
• Work in a modern office with a practical, high-accountability team.
• Help shape how AI, automation and better processes are used in day-to-day operations.

Swift Disability Services is an equal opportunity employer. We thank all applicants for their interest. Only candidates selected for an interview will be contacted.