Sanexen is seeking a Administrative Coordinator for its offices in Brossard or Quebec City .
Job Description
The person in this role ensures the smooth operation of administrative activities related to procurement, invoicing, and project expense tracking. They act as a liaison between project managers, suppliers, and the finance team to ensure the accuracy of financial information while meeting month-end deadlines.
Autonomous, organized, and detail-oriented, this individual plays a key role in managing purchase orders, reconciling corporate credit cards, client invoicing, and communicating project-related costs. They also contribute to month-end reconciliations with suppliers and ensure accurate tracking of accrued expenses in collaboration with project managers.
Main responsibilities
Procurement and Purchase Orders
- Create and issue purchase orders to suppliers based on project needs.
- Create work orders associated with interventions carried out by the operations center and issue the corresponding purchase orders.
- Process purchase order receipts and reconcile received quantities with supplier invoices.
- Monitor open purchase orders and resolve discrepancies with suppliers.
- Invoicing and Accounts Receivable
- Prepare and issue client invoices in accordance with contractual terms and under the direction of project controllers or project managers.
- Verify the accuracy of invoiced amounts against supporting documentation and make any required adjustments.
- Reconciliation and Expense Tracking
- Perform monthly reconciliations of corporate credit cards.
- Communicate with project managers to validate and classify project-related expenses.
- Prepare accrual entries based on discussions with project managers.
- Ensure rigorous month-end follow-up and meet finance deadlines.
- Collaboration and Communication
- Act as a resource person between project managers, suppliers, and the finance team.
- Communicate proactively with project managers regarding expense tracking and commitments.
- Respond to supplier inquiries regarding payments, purchase orders, and invoices.
- Participate in administrative meetings and contribute to process improvement initiatives.
- Continuous Improvement
- Suggest improvements to administrative processes and tracking tools.
- Document procedures and contribute to updating team practices.
- Required Qualifications
Qualifications required
Sought Profile
- Minimum of 5 years of relevant experience in administrative work or procurement.
- Excellent oral and written communication skills in both French and English.
- Experience in coordination or administrative management.
- Strong proficiency in Microsoft Excel and office software tools.
- High level of accuracy, attention to detail, and organizational rigor.
- Autonomous, organized, and able to manage multiple priorities.
- Ability to work under pressure while meeting month-end deadlines.
Assets
- Education in administration, finance, or a related field.
- Knowledge of Microsoft D365.
Proficiency in French and English:
Given the diversity of our team and the need to work with local, pan-Canadian, and international clients and partners, the ability to understand and communicate in both languages is required.
We value diversity and inclusion and are committed to providing a respectful and equitable work environment for all.
This text uses the generic masculine form to simplify reading; it includes both masculine and feminine terms in accordance with our inclusion policy.
Choosing SANEXEN means:
- Competitive compensation;
- Benefits that meet your needs;
- Opportunities for career development and professional growth;
- Projects and challenges that align our DNA and your passion;
- A dynamic environment where everyone works toward shared goals.
About SANEXEN
SANEXEN – Over 40 years of innovative environmental solutions
A North American leader in environmental services, SANEXEN has been delivering sustainable, customized, and cutting-edge solutions for over four decades. Our areas of expertise include site remediation, management of regulated materials, risk assessment, dredging, dewatering, industrial effluent treatment, PFAS removal, and much more.
What sets us apart? Our passionate multidisciplinary teams of engineers, scientists, and environmental specialists who innovate every day to tackle the most complex environmental challenges facing the industrial, municipal, and government sectors.
Working at SANEXEN means contributing to meaningful projects in a workplace where your expertise is valued, your voice matters, and your growth is supported.
Here, you are part of a committed team building a cleaner, safer, and more sustainable future — for everyone.
