YDC is Hiring!!!!

Administrative Assistant

Mostly Remote (one day a week at our downtown office)

About YDC

https://ydcpro.com/

YDC (YDCPro) is a North American based technology consulting and talent solutions firm with HQ in Toronto, Canada, helping organizations accelerate digital transformation. Since 2016, it has focused on artificial intelligence, data analytics, cloud computing, and application development, delivering tailored solutions that improve efficiency and business performance.

YDC is seeking a detail-oriented and proactive Administrative Assistant to support our IT Consulting & Human Capital solutions relared services. The ideal candidate will play a key role in coordinating with contractors, clients, and vendors while ensuring smooth day-to-day administrative and operational processes.

Key Responsibilities

Vendor and contracts management

• Maintain and manage relationships with sub-vendors, ensuring clear communication and timely resolution of queries
• Coordinate with vendors on invoicing, payment follow-ups, and reconciliation of outstanding amounts
• Track vendor performance and compliance with contractual terms, escalating any issues as neededAct as the primary point of contact for YDC contractors on a daily basis
• Build strong relationships with contractors and address their day-to-day concerns, issues, and queries promptly
• Maintain professional relationships with clients and vendors
• Monitor contract expiry dates and proactively follow up on renewals and extensions
• Maintain accurate records of contract terms and renewal timelines

Administrative & Communication management

• Attend external calls with clients, vendors, and partners; document key discussion points and follow up on action items
• Manage and respond to day-to-day administrative emails in a timely and professional manner
• Track company social media campaigns, including website, LinkedIn etc. and monitor engagement, and respond or escalate queries as required
• Assist in basic company website administration, including content updates, posting announcements, and coordinating with technical teams for changes

Timesheet Management

• Follow up with contractors to ensure timely submission of timesheets
• Verify timesheets for accuracy and ensure proper approvals from reporting managers
• Coordinate with stakeholders to resolve discrepancies in timesheets

Payroll & Payments Coordination

• Prepare and maintain contractor payment statements
• Coordinate with internal finance teams for timely processing of payments
• Track and follow up on pending payments

Record Management

• Maintain and update comprehensive records of contractors, including personal details, contracts, and compliance documentation
• Ensure all records are accurate, organized, and up to date

Required Skills & Qualifications

• Bachelor's degree in business administration or related field (preferred)
• 2-4 years of experience in administrative services
• Strong organizational and multitasking skills
• Excellent communication and interpersonal abilities
• High attention to detail and accuracy
• Proficiency in MS Office suit including (Excel, Word, Outlook)
• Ability to work independently and handle multiple priorities

Key Competencies

• Problem-solving mindset
• Time management and deadline-driven
• Strong follow-up and coordination skills
• Professionalism in handling confidential information