Administrative Coordinator

WHO WE ARE:

Regroove Solutions Inc. (Regroove) is a cloud first technology consulting company with a strong focus on helping teams harness Microsoft technology to run a more effective business.

We have an infectious love for all things technology-related, and work with progressive organizations and their leaders who embrace transformative decision making. We select our projects with care, ensuring our clients share our values, and have any number of internal projects that stretch our creativity and skill.

Learning is a huge part of our culture, and we encourage our team members to develop skills outside of their typical roles wherever they find opportunities that interest them. The Regroove team shares a laid-back humour; employees build friendships here, and collaborate effectively, making teamwork feel like a breeze—even from different corners of the map!

WHO YOU ARE:

We are in search of an Administrative Coordinator to join our team. You are the kind of person who thrives on being the go-to for getting things done. People around you rely on your knack for staying organized, keeping track of details, and anticipating needs before they even arise. You love coordinating schedules, managing priorities, and ensuring the people you support have everything they need to succeed. Your friends probably joke that your calendar is more organized than their entire life.

You enjoy creating order out of chaos—whether that’s planning an event, managing a to-do list with multiple deadlines, or following up on meeting action items. Handling multiple workflows is second nature to you, and shifting gears between tasks doesn’t faze you. In fact, you prefer a fast-paced environment where every day looks a little different.

We are looking for someone who can keep things running smoothly behind the scenes. You’re comfortable working with technical and non-technical teams and have a gift for translating what’s needed into actionable steps. You’re the person who always knows who needs to be where and what needs to happen next. Following up and making sure no task goes unfinished is just part of who you are.

At your core, you’re motivated by meaningful work and the chance to make a difference. You enjoy supporting a close-knit team that is passionate about technology and excited to make an impact. If you’re looking for a place where your organizational skills, initiative, and attention to detail will truly shine—and where you can build friendships along the way—Regroove is the place for you. If this opportunity excites you but you don’t meet every requirement listed, we still want to meet you. We value emotional intelligence, adaptability, and potential just as much as experience and education.

WHAT YOUR ROLE WILL INCLUDE:

As the Administrative Coordinator at Regroove, you will play a crucial role in ensuring our operations run smoothly and efficiently, supporting both technical and business teams while facilitating communication and organization across projects.

Tasks are focused on the following key areas:

1. Business Development Administration – 25%
2. Project Administration – 40%  
3. Internal Administration – 25%
4. General Administration – 10%

Business Development Administration

• Monitor the presales channel and respond to inquiries promptly using templated communications.
• Update the Presales Register and track potential clients through the sales process.
• Support client engagement by managing communications, preparing proposals, and organizing materials.
• Draft Statements of Work (SOWs) and client/project welcome messages.
• Conduct weekly searches for RFPs and assist with preparing and submitting responses.

Project Administration

• Schedule and attend client and internal meetings, taking notes, tracking action items, and sharing recordings and summaries.
• Maintain project tools like the Project Register and Planner, ensuring updates and accountability for tasks.
• Prepare project budget updates and review client communications for clarity and accuracy.
• Assist Project Managers with change management, lessons learned, and project closure activities.
• Celebrate project successes by contributing to case studies and supporting team morale.

Internal Administration

• Provide administrative support to team members to ensure smooth operations and project success.
• Assist the Controller with organizing financial documents, maintaining records, and preparing basic reports.
• Support technical consultants by preparing presentation materials, coaching session resources, and reports.

General Administration

• Provide work updates in a daily discussion thread (scrum), participate in internal Teams posts, and other Regroove initiatives.
• Attend weekly morning Teams chats and biweekly team huddles.
• Enter time in Harvest after each task.
• Other duties as assigned/required (don’t worry, we’d never assign you a task we wouldn’t do ourselves!).

OUR IDEAL REQUIREMENTS:

• Post-secondary education in business administration, office management, or a related field, or equivalent work experience.
• 2+ years’ experience in an administrative or coordination role, ideally supporting multiple teams or departments.
• 1+ years’ experience with Microsoft 365 tools (Excel, Outlook, Planer, Excel, Teams, and SharePoint) for scheduling, communications, and document management.

POSITION MUST HAVES:

• Self-Starter with Initiative: Ability to work independently, anticipate needs, and take initiative without supervision.
• Meticulous Attention to Detail: Proven ability to spot potential issues, solve problems proactively, and ensure nothing slips through the cracks.
• Meeting Coordination and Follow-Through: Experience coordinating meetings, capturing accurate notes, documenting action items, and partnering with project managers to ensure timely follow-up and completion.
• Expert Multitasker: Exceptional organizational skills, with the ability to juggle multiple priorities, manage shifting deadlines, and keep workflows on track.
• Exceptional Communicator: Strong written and verbal communication skills, with experience crafting clear, concise emails, reports, and other professional correspondence.
• Cross-Functional Collaboration: Experience working effectively with both technical teams (e.g., technical consultants, developers) and business-focused teams (e.g., marketing, HR, finance) to align priorities, bridge communication gaps, and ensure smooth project execution. Ability to translate technical information into business-friendly language and vice versa.

COMPANY MUST HAVES:

• Humility to recognize mistakes as learning opportunities and ask for help when needed.
• A love of learning and a willingness to learn and grow your skills.
• Capacity to assist team members as they juggle a rotating portfolio of clients from a variety of industries with multiple projects running consecutively.
• Ability to stay organized; taking concise, thorough notes; following organizational processes for naming conventions and task management for team-wide consistency.
• Solution-focused drive to innovate and confidence to speak up when something needs improvement.
• A sense of humour. We love to laugh at ourselves and find fun in life and the work we do.
• An outgoing nature. There are lots of introverts on our team, and lots of independent work here, but we need candidates who enjoy working with other people, as collaboration and understanding are cornerstones of what we do.
• Respect for people; a commitment to inclusiveness in all interactions. Sexist, racist, homophobic, transphobic, and ableist views are not entertained here. You are not a fit if you harbour these views.
• You don’t have a problem admitting when you’re wrong. “Do the right thing, do the thing right” is a motto we live by and what we mean by that is that we try our best to do the right thing and do things right. Being “right” is not important here; doing what is best for the team or the client is valued above being correct.
• A caring heart. We want someone who would stop to pick up a stray puppy if they saw them in the street. In a world that can be hard, we cherish softness.

WHY WORK WITH US?

Our strength is our team. No one person can know it all – you don’t need to have all the answers, as long as you’re not afraid to ask questions and keep an open mind. We support each other, learn from each other, and have a great time doing it. At Regroove, you can:

• Build a career. Learn from a strong, collaborative team while gaining valuable experience with real client challenges. Many of our team members have successfully transitioned from one role to another—whether it’s moving into a Project Coordinator, Project Manager, or Technical Consultant position. We are committed to helping you grow and develop your skills as you advance in your career, if that is of interest to you.
• Make a difference. We are passionate about improving business and organizational operations while supporting our community in meaningful ways.

Personal perks include:

• Premium employee health benefits package that includes extras such as massage, chiropractic, optometric, physiotherapy, naturopathic, counselling, and more.
• 2 weeks paid vacation days, and extra paid time off during last week of December. 
• Flexibility to accommodate personal appointments during work hours.
• Quality hardware delivered to your home, including a Surface laptop, monitors, camera, and noise-canceling headset.
• A monthly allowance to subsidize your existing cell phone plan.
• Professional development opportunities.
• A completely remote work environment.

We’re good at what we do, and that means we can have fun and not take ourselves too seriously. We deliver on cool ideas and unique projects with clients who align with our values. We are proud of our culture of equality – it doesn’t matter what your role is or how experienced you are, your ideas, knowledge, and input are valued. Each of us has expertise to offer!

DETAILS:

• Location: Fully online/remote (must be in PST/MST time zone and already based in Canada).
• Salary: $25-$27 per hour, depending on experience, with a comprehensive benefits package and paid vacation time. We are open to negotiating a higher hourly rate for candidates who prefer not to enroll in the benefits program.
• Term: Permanent, part-time (20 hours per week).
• Start: January 6, 2025 (flexible).

HOW TO APPLY:

• Deadline to apply: December 8, 2024, at midnight.
• Please submit your resume and a cover letter in PDF format.
• Please indicate the position you are applying for in the cover letter and email subject line.
• Send email PDF attachments to [email protected] c/o Nicole Nelson.