Business & Professional Services Administrative Operations Specialist

Company Description

Matrix is a boutique professional services and consulting firm providing administrative, operational and implementation support to businesses, professional practices, government-related organizations, ministries, healthcare organizations and other public- and private-sector clients.

Job Description

Location: Canada / Ontario
Work Model: Remote / Hybrid with Client-Site Projects as Required
Engagement: Independent Contractor / Project-Based

Job Description

Position Overview

We are seeking experienced independent professionals to join our contractor network as Business & Professional Services Administrative Operations Specialists.

Contractors receive projects from Matrix based on individual client Work Orders. Projects may include administrative operations, records and document management, scheduling, data entry, project coordination, information gathering, office support, process administration and other authorized professional administrative services.

Our clients operate across a broad range of industries and environments. Projects may therefore vary considerably in scope, complexity, duration and location.

This role is suited to experienced administrative and operations professionals who are comfortable working independently, managing confidential information, adapting to different organizational environments and taking responsibility for completing defined project deliverables.

Assignments may be performed remotely or may require attendance at a client office, government facility, professional practice, healthcare facility, hotel, corporate location or other authorized site.

The contractor is responsible for independently determining the manner, method, sequence and tools used to complete an assignment, subject to the applicable client Work Order, required deliverables, agreed timelines, confidentiality requirements and client-specific requirements.

Key Responsibilities

Administrative Operations Support

• Provide professional administrative and operational support based on the client's approved Work Order.
• Organize and maintain electronic and physical records.
• Complete data entry, information gathering and administrative tracking.
• Prepare correspondence, reports, spreadsheets, presentations and other business documents.
• Assist with routine administrative processes and workflow coordination.
• Maintain accurate and organized administrative records.
• Support short-term, recurring or project-based administrative requirements.

Records & Document Management

• Organize, classify, rename, scan, index and maintain documents.
• Establish or maintain electronic filing structures.
• Assist with document conversion and PDF preparation.
• Apply client-specific file naming and document-management requirements.
• Support document quality-control processes.
• Assist with records organization, retention and administrative close-out activities.
• Maintain appropriate version-control practices.

Scheduling & Coordination

• Coordinate meetings, appointments and calendars.
• Track deadlines, follow-ups and outstanding administrative tasks.
• Assist with meeting preparation and administrative materials.
• Coordinate information between departments, stakeholders and authorized contacts.
• Support scheduling across multiple locations or time zones where required.
• Maintain accurate calendars, trackers and status records.

Business & Project Administration

• Assist with project administration and implementation activities.
• Maintain project trackers, task lists and administrative records.
• Prepare status reports and project documentation.
• Coordinate information and deliverables between authorized stakeholders.
• Assist with administrative workflow development and process improvement.
• Support special projects and temporary operational requirements.
• Identify administrative issues and escalate matters requiring client direction.

Client-Site & Field Administrative Support

Depending on the Work Order, assignments may require attendance at:

• corporate offices;
• government offices and ministries;
• accounting and financial-services firms;
• healthcare organizations and facilities;
• hotels and hospitality businesses;
• professional practices;
• educational or institutional organizations;
• warehouses or operational facilities; and
• other authorized client locations.

Client-site projects may include document and records support, administrative coordination, information gathering, office support, meeting assistance, project administration and other authorized non-legal services.

Client Service & Communication

• Communicate professionally with client representatives and authorized stakeholders.
• Maintain confidentiality and discretion.
• Review Work Orders and clarify requirements where necessary.
• Provide appropriate assignment status updates through Matrix's designated collaboration platform.
• Maintain professional standards when representing Matrix in connection with a client assignment.
• Escalate matters outside the approved scope of an assignment before proceeding.

Qualifications

Required

• 2–3+ years of relevant experience in administration, office operations, project coordination, professional services, records management or a related environment.
• Strong organizational and administrative skills.
• Excellent written and verbal communication.
• Strong attention to detail and accuracy.
• Ability to independently manage assignments and competing priorities.
• Demonstrated discretion when handling confidential or sensitive information.
• Strong proficiency with Microsoft Word, Excel, Outlook and other commonly used business applications.
• Ability and willingness to attend client locations when required by an assignment.
• Ability to operate an independent professional practice and provide services on a project basis.

Technology & Systems

Experience with one or more of the following is an asset:

• Microsoft 365;
• Word, Excel, PowerPoint and Outlook;
• SharePoint;
• OneDrive;
• Dropbox;
• Microsoft Teams;
• Zoom;
• Adobe Acrobat;
• CRM systems;
• project-management platforms;
• document-management systems;
• accounting or professional-practice software;
• scheduling and calendar-management systems; and
• other cloud-based business applications.

Preferred Professional Experience

Experience in one or more of the following environments is an asset:

• government or public-sector administration;
• ministries and public institutions;
• accounting and financial services;
• healthcare;
• hospitality and hotels;
• insurance;
• technology;
• manufacturing;
• professional services;
• education;
• non-profit organizations;
• corporate administration; or
• other regulated or operational environments.

Experience working across multiple industries or client organizations is particularly valuable.

Professional Competencies

The successful contractor will demonstrate:

• strong organization and time management;
• independence and self-direction;
• adaptability;
• professional judgment;
• attention to detail;
• strong client-service skills;
• discretion and confidentiality;
• problem-solving ability;
• reliability and accountability;
• comfort learning new systems and processes; and
• the ability to adapt to changing client requirements.

Contractors should be comfortable entering unfamiliar client environments, quickly understanding the administrative requirements of an assignment and independently organizing the work necessary to achieve the required deliverables.

Independent Contractor Engagement

This is an independent contractor, project-based engagement and not an employment position. Contractors manage their assigned projects independently and are responsible for determining the manner, method, sequence and tools used to perform the work, subject to the applicable Work Order, required deliverables, agreed timelines, confidentiality obligations and client-specific requirements.

Matrix provides the client relationship, assignment scope and required deliverables. Contractors independently manage the execution of their projects and use Matrix's designated online project-management and collaboration platform to receive Work Orders, access assignment information, provide status updates and collaborate with Matrix and authorized client contacts as required. Contractors may accept projects based on their availability, qualifications, experience and capacity. Contractors are responsible for maintaining the professional capabilities, equipment, technology, transportation and other resources necessary to perform their projects, except where otherwise agreed for a specific project. Contractors are responsible for their own applicable taxes, government remittances, insurance, business expenses and other obligations arising from their independent business activities. Nothing in the contractor relationship creates an employment, partnership, joint-venture or agency relationship between the contractor and Matrix or the client.

Work Environment

Projects may be:

• fully remote;
• hybrid;
• client-site based;
• field based; or
• a combination of remote and in-person work.

The nature, location, scope and duration of each assignment will depend on the applicable client Work Order.

Contractors should be comfortable working across different organizations, industries and professional environments while maintaining consistent professional standards.

Why Work With Matrix

• Access to projects across diverse business and professional environments.
• Flexible remote and in-person assignment opportunities.
• Ability to independently manage the method and execution of assigned work.
• Access to Matrix's online project-management and collaboration environment.
• Opportunities to work with businesses, professional practices, government-related organizations and other institutional clients.
• Variety in assignment scope and industry exposure.
• Opportunities to apply and expand specialized administrative and operational expertise.
• A professional network focused on quality, confidentiality, reliability and client service.

Scope of Services

Matrix provides administrative, operational and implementation support. Contractors are expected to remain within the scope of the applicable Work Order and must not provide professional advice, opinions or services outside their authorized area of expertise or the services specifically assigned. Where an assignment involves a regulated professional environment, contractors must follow the applicable client requirements and refer matters requiring professional judgment or authorization to the appropriate Matrix contact or authorized client representative.

Additional Information

Diversity & Inclusion

Matrix is committed to building a diverse and inclusive professional network. We welcome qualified professionals from a broad range of backgrounds, experiences and perspectives.

Matrix is committed to equal opportunity and maintaining a respectful professional environment in accordance with applicable Ontario and Canadian legislation.

All applicant information will be treated confidentially and handled in accordance with applicable privacy requirements.