Administrative Coordinator

InSync Systems is looking for an Administrative Coordinator for a full-time permanent position in Calgary, Alberta.

Must be legally entitled to work in Canada. Position is available as hybrid. 8 hours a day, 40 hours a week.

Role Description

InSync Systems is seeking a highly organized Administrative Coordinator who can hit the ground running and provide day-to-day support across our Resourcing, Account Management, Sales and Operations teams. This role keeps our recruitment database, job postings, client submissions, onboarding activities and internal operations running smoothly and accurately.

The ideal candidate is a detail-oriented self-starter who is comfortable juggling multiple priorities, communicates professionally with consultants and clients, and looks for opportunities to improve how things are done.

Responsibilities

• Maintain accurate and up-to-date records in the company database, including contacts, candidates and job orders.
• Assist the recruitment team with candidate sourcing, database searches and outreach.
• Prepare candidate documentation and client submissions, ensuring accuracy, quality and consistency.
• Coordinate reference checks, security checks and other pre-employment requirements.
• Post and maintain job advertisements on the company website and online job boards.
• Draft and maintain job descriptions and other recruitment materials.
• Support the onboarding process, including preparing contracts and agreements in collaboration with Accounting, and coordinating equipment delivery and returns.
• Serve as a point of contact for client inquiries and provide responsive, professional support.
• Track contract timelines and renewal dates and notify the appropriate team members of upcoming deadlines.
• Monitor procurement and bid opportunities and support the preparation of proposals and responses.
• Schedule meetings and appointments and coordinate travel arrangements as needed.
• Maintain company records, shared files and internal document repositories.
• Track and manage company equipment and assets.
• Coordinate company events, including venue bookings, promotional materials, invitations and attendee lists.
• Support social media activities, including content scheduling and posting across company channels.
• Assist with the development of internal processes, procedures and best practice documentation.
• Identify opportunities to improve administrative processes and tools.
• Perform other duties as assigned or required.

Desired Skills and Experience

• 2+ years of experience in an Administrative or Coordinator role
• Administrative experience in a staffing, recruitment or professional services environment
• Experience with applicant tracking systems or CRMs
• LinkedIn Recruiter experience is a bonus
• Solid proficiency with Microsoft Office
• Familiarity with public sector bid and tender portals is an asset
• Social media management and event coordination experience is an asset
• Excellent written communication, proofreading and organizational skills

Please note that while all applications are appreciated, only candidates selected for interview will be contacted.

InSync Systems Inc. is a privately-owned boutique Canadian Resourcing and Consulting Services Company that works closely with a range of corporate clients across multiple industries to bring them solutions that effectively address their business needs.