Administrative & Operations Coordinator

Administrative & Operations Coordinator
Aries Imaging Inc. | Greater Toronto Area

About Us
Aries Imaging Inc. is an IT services company supporting businesses across the Greater Toronto Area. We’re a small, close-knit team, and we’re looking for a dependable, self-motivated professional to keep our office, our clients, and our managers running smoothly.

About the Role
This is a hands-on role for someone who can take ownership of their work with minimal supervision. You’ll be the organizational backbone of the business. You’ll handle client communications, quotes and purchasing, invoicing and collections, vendor relationships, software licences, contracts, and the managers’ calendars. If you enjoy variety, take pride in getting details right, and like being the person everyone can count on, you’ll fit right in.

Key Responsibilities

Client Service & Sales Support

• Serve as a friendly, professional first point of contact for client calls, emails and enquiries
• Prepare and send client quotes, and follow up to keep sales moving
• Coordinate and schedule client site visits and related activities

Purchasing & Vendor Management

• Process purchases of hardware, software and services
• Build and maintain relationships with vendors and suppliers
• Compare pricing, track orders and resolve delivery or billing issues

Billing, Invoicing & Collections

• Create and send invoices accurately and on time
• Monitor accounts receivable and follow up on outstanding payments professionally
• Maintain financial records (QuickBooks Online experience is an asset)

Licence & Contract Administration

• Track and manage software licences, renewals and expiry dates for the company and its clients
• Prepare, organize and maintain client and vendor contracts and legal documents
• Keep renewal and contract records current

Executive & Office Support

• Manage the managers’ calendars, appointments and email inboxes
• Review, reply to and organize email communications to keep conversations current
• Create and maintain clear documentation, procedures and office records
• Perform general administrative tasks that support day-to-day operations

Website Updates

• Update company website content in WordPress as needed

What We’re Looking For

Required:

• Proven experience in an administrative, office coordination or executive assistant role
• Self-motivated and able to work independently, prioritize, and manage multiple tasks
• Excellent organizational skills and strong attention to detail
• Outstanding customer service skills with a warm, easy-going and professional manner
• Strong written communication skills, including professional email writing and proofreading
• Proficiency with computers, including Microsoft Office and/or Google Workspace
• Accurate data entry and record-keeping
• Discretion when handling confidential client, financial and contract information

Nice to Have:

• Experience with QuickBooks Online (QBO)
• Experience updating websites in WordPress
• Background in invoicing, accounts receivable or collections
• Experience in IT, technology or a service-based business
• Familiarity with software licensing or vendor management

Why Join Us

• Variety every day, with real ownership of your work
• A supportive, small-team environment where your contribution is visible
• The opportunity to grow with an established IT business

Pay: $17.95 per hour

Expected hours: 10.0 – 15.0 per week

Work Location: In person