Job Description

Position Overview:

The Chief Administration Officer (CAO) Plays a key leadership and support role within the organization, serving as a strategic assistant to the Client Services Manager and ensuring the smooth coordination of day-to-day operations at the head office. This role is e4ssential for driving administrative efficiency, supporting client services initiatives, coordinating with internal departments, and enhancing business development efforts within a dynamic collections environment.

Key Responsibilities:

Support to Client Services Manager

Act as the primary administrative support to the Client Services Manager, managing schedules, correspondence, and project follow-ups. Assist in preparing reports, tracking performance metrics, and maintaining key documentation related to client accounts and service delivery. Coordinate communication between the Client Services manager and other departments, ensuring timely information flow and execution of directives.

Head Office Coordination

Oversee the day-to-day administrative functions of the head office, ensuring smooth operations and adherence to internal policies. Manage office resources, supplies, and vendor relationships to support optimal working conditions. Coordinate meetings, internal communications, and documentation to support executive and departmental activities. Ensure compliance with company policies, client service standards, and regulatory guidelines specific to the collections industry.

Administrative Leadership

Develop, implement, and refine office procedures to enhance efficiency and consistency across departments. Support onboarding and training of new administrative staff, promoting high standards of service and professionalism. Maintain accurate and up-to-date records, including internal logs, compliance documentation, and audit-ready files.

Project and Process Support

Participate in special projects and company initiatives that require cross-functional collaboration. Identify opportunities to improve internal workflows and support the implementation of new administrative tools or systems.

Sales Team & RFP Support

Collaborate with the Sales Team to prepare, write, and submit high-quality Requests for Proposals (RFPs), ensuring accuracy, compliance, and timely delivery. Maintain a library of proposal templates, responses, and supporting documents to streamline future submissions. Assist with the coordination of sales-related presentations, documentation, and follow-ups with prospective clients. Support business development initiatives by providing administrative assistance, data analysis, and research as required.

Qualifications:

Proven experience in an administrative or operational leadership role, ideally within the collections or financial services industry. Strong organizational, time-management, and communication skills. High level of discretion and professionalism in handling sensitive information. Proficiency in Microsoft Office Suite and CRM systems. Strong writing and editing skills, especially in preparing RFPs and professional documents. Ability to work independently while supporting cross-functional teams.

Preferred Experience:

Experience in a support role to senior management or client service leadership. Familiarity with collection agency operations and regulatory compliance requirements. Demonstrated success in managing office functions, proposal writing, and supporting sales teams.

Join Us!

If you are a motivated professional looking to make an impact in a dynamic organization, we invite you to apply for the Chief Administration Officer position. Your expertise will play a critical role in driving our success and enhancing client service delivery.

Job Types: Full-time, Permanent

Pay: $20.58-$32.65 per hour

Benefits:

Dental care Extended health care Life insurance On-site parking
Work Location: In person