Office Coordinator

The Role

We’re looking for an organized and proactive Office Coordinator to join our team. In this role, you’ll ensure the smooth day-to-day operation of our office while supporting various administrative tasks. You’ll be the go-to person for office management, fostering a welcoming environment for employees, clients, and visitors.

Key Responsibilities 

Front Office Management:

• Greet and assist clients, customers, and visitors, ensuring a positive first impression.
• Handle incoming calls on the general business line as needed.
• Coordinate visitor sign-ins and escort vendors, maintaining compliance with health and safety guidelines.

Administrative Support:

• Manage mail distribution and courier services.
• Compile and submit monthly expenses for approval.
• Provide administrative support for general inquiries and office-related tasks.

Office Coordination:

• Oversee the setup and maintenance of office spaces, including desk layouts for new hires and minor office moves.
• Manage photocopier maintenance, repairs, and supply inventory.
• Coordinate and maintain catering requests, supplies, and cleanup.
• Monitor and order supplies for the office, kitchen, and photocopier rooms, ensuring inventory is stocked.
• Handle parking stall assignments for new hires and update records for departing employees.

Onboarding and Employee Support:

• Assist with onboarding activities, including facility tours, vehicle data collection, and workspace setup.
• Order business cards and coordinate cell phone travel packs for employees.

Facilities Management:

• Liaise with building maintenance for office repairs and improvements.
• Coordinate service delivery for kitchen amenities and report equipment issues.

Health & Safety:

• Perform visitor health screening and stay updated with health authority guidelines.

You Bring

• Education & Experience: Post-secondary education in office services and 3–5 years in an office environment.
• Skills: Strong attention to detail, excellent communication (written and verbal), advanced Microsoft Word/Excel, time management, and multitasking abilities.
• Professionalism: Ability to handle confidential information and interact effectively with employees and visitors at all levels.
• Technical Knowledge: Familiarity with office equipment like phones, photocopiers, and fax machines.
• Requirements: Eligibility for Canadian security clearance and comfort with occasional physical tasks (e.g., lifting supplies).