MCO Consultants Inc. is a HR Consulting and Recruiting firm based in Saint John, New Brunswick, Canada, dedicated to providing evidence-based HR and Recruitment services to small to medium sized businesses, and nonprofit organizations in Canada, with a focus on Atlantic Canada and the Maritimes.

Job purpose

Duties and responsibilities

• Administrative Support and Office Management

  • Organize and manage office operations and procedures to ensure efficiency and productivity.
  • Maintain and update filing systems, both electronic and physical, ensuring document accuracy and confidentiality.
  • Oversee inventory and procurement of office supplies, and coordinate with vendors and service providers.
  • Develop, implement, and monitor administrative systems, policies, and procedures, suggesting improvements as needed.

  Record-Keeping and Data Management

  • Prepare, organize, and manage reports, documentation, and correspondence on behalf of the organization.
  • Ensure accurate data entry, maintenance, and retrieval of records for departments, managing sensitive information securely.
  • Assist in generating monthly, quarterly, and annual reports, compiling data as required by management.

  Scheduling and Coordination

  • Coordinate and schedule meetings, appointments, and travel arrangements for team members and executives.
  • Organize company events, meetings, and other functions, including logistics and communication.
  • Serve as a liaison between departments to ensure smooth communication and workflow.

  Financial and Budget Assistance

  • Assist in budget preparation, expense tracking, and financial reporting for department heads.
  • Process invoices, monitor accounts payable and receivable, and coordinate with the finance department on financial records.
  • Support payroll administration by maintaining accurate employee records and coordinating with HR on timesheet submissions.

  Customer Service and Communication

  • Provide front-line support by answering phone calls, emails, and greeting visitors in a courteous and professional manner.
  • Respond to inquiries from employees, clients, and external contacts, providing information or redirecting as appropriate.
  • Assist with onboarding of new employees, preparing orientation materials and helping with administrative onboarding tasks.

Qualifications

• Bachelor’s degree or diploma in business administration, office management, or a related field.
• Previous experience in an administrative or office management role preferred.
• Strong proficiency in MS Office Suite (Word, Excel, Outlook) and standard office equipment.
• Demonstrated ability to handle confidential information and use discretion.
• Knowledge of bookkeeping or financial management basics is an asset.
• Excellent organizational skills, with a strong attention to detail and problem-solving abilities.
• Ability to work independently and as part of a team.
• Availability to work standard business hours with occasional flexibility as required.

Competency and Skill Requirements

• Organizational Skills – Highly organized, with the ability to multitask, prioritize tasks effectively, and manage time efficiently to handle varied responsibilities.
• Communication – Excellent verbal and written communication skills, with the ability to interact professionally with clients, vendors, and staff.
• Attention to Detail – Strong detail orientation to ensure accuracy in data entry, document preparation, and filing. Ensures accuracy in all documentation, records, and administrative work.
• Problem-Solving Abilities – Proactive approach to identifying administrative issues promptly, troubleshooting problems, and finding effective solutions in a timely manner.
• Technical Proficiency – Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and basic familiarity with accounting software or CRM systems. Able to quickly learn new software or systems.
• Customer Service Orientation – Professional and friendly, with a focus on providing efficient support to team members and clients.

Working conditions / Physical requirements

• Physical Environment:
  • Primarily office-based, with occasional movement around the office to liaise with departments, manage supplies, or support events.
  • Prolonged periods of sitting at a desk using a computer, phone, and other office equipment.
• Work Schedule:
  • Occasional evening or weekend work may be required for events or special projects.
  • Some flexibility may be needed to meet tight deadlines or adapt to changing priorities.
• Interaction and Collaboration:
  • Frequent interaction with colleagues, vendors, and clients, requiring strong communication and interpersonal skills.
  • Must manage interruptions gracefully while remaining focused on tasks and project deadlines.
• Stress Levels:
  • May experience moderate stress during busy periods or while handling multiple tasks simultaneously.
  • Ability to handle routine tasks efficiently and address any unexpected administrative issues promptly is essential.
• Noise Levels:
  • Moderate office noise level, with occasional background sounds from phones, printers, and office equipment.
• Dress Code:
  • Typically business casual, though company policy may vary. A professional appearance is essential for interactions with visitors and clients.