Administrative Coordinator

📋 Description

• • Be the operational heartbeat of Attotude’s Ottawa site as our Administrative Coordinator, orchestrating every detail that keeps a fast-scaling startup humming—from office supplies to global team logistics—while working 100 % remote.
• • Own end-to-end office operations: negotiate with vendors, forecast supply needs, manage purchase orders, and ensure the Ottawa hub (and its remote satellites) are always stocked, secure, and ready for action.
• • Serve as the go-to scheduler and diplomatic gatekeeper for multiple executives and cross-functional squads; wrangle calendars across EST, PST, CET, and IST so that product sprints, board meetings, and customer calls never collide.
• • Act as the first impression and ongoing point of contact for internal teams, investors, partners, and candidates; draft polished email correspondence, triage inquiries, and route requests to the right owner within minutes—not hours.
• • Build and maintain bulletproof digital filing systems in SharePoint and Google Drive; create naming conventions, version control, and access permissions that scale from 50 to 500 employees without chaos.
• • Champion new-hire onboarding: ship laptops, provision SaaS accounts, set up ergonomic kits, and craft welcome packets that turn day-one nerves into day-one excitement—then track completion in our HRIS to ensure nothing falls through the cracks.
• • Partner with Finance to reconcile credit-card receipts, code invoices, and prep expense reports so our Controller can close the books on time every month.
• • Collaborate with HR on employee lifecycle events—birthdays, work anniversaries, visa renewals, and off-boarding—while maintaining strict confidentiality and compliance with Canadian privacy laws.
• • Identify bottlenecks in current administrative workflows and design lightweight, repeatable processes; whether it’s a Slack bot that auto-books meeting rooms or a Trello board that tracks vendor renewals, your solutions will save hundreds of hours annually.
• • Produce crisp meeting agendas, capture real-time notes, and circulate action items that drive accountability across product, engineering, sales, and customer success teams.
• • Coordinate quarterly virtual off-sites and in-person retreats: negotiate venues, manage travel budgets, and craft run-of-show documents that balance strategic planning with team-building fun.
• • Maintain an eagle-eye for detail—every contract version you file, every calendar invite you send, and every data point you enter will be audit-ready and error-free.
• • Embrace the ambiguity of startup life; priorities can pivot overnight, and your ability to re-prioritize without drama is what keeps the company agile.
• • Measure your impact through KPIs such as onboarding time-to-productivity, vendor cost savings, and employee NPS related to administrative support.
• • Grow alongside Attotude: as we expand into new markets and triple headcount, you’ll have the opportunity to evolve into an Office Manager, Operations Lead, or Chief of Staff—your trajectory is limited only by your ambition.