Office Coordinator (On-Site)

What’s in it for you as an employee of QFG?

• Health & wellbeing resources and programs
• Paid vacation, personal, and sick days for work-life balance
• Competitive compensation and benefits packages
• Hybrid work arrangements
• Career growth and development opportunities
• Opportunities to contribute to community causes
• Work with diverse team members in an inclusive and collaborative environment

We’re looking for our next Office Coordinator. Could It Be You?

The Office Coordinator role is responsible for assisting with the daily operations of the office. This role supports the Senior Manager, Workplace Experience and works together with the Workplace Experience team to ensure all employees receive support with daily visitors and office requests.

This role will be a 12 - month contract / secondment.

What’s it like working as an Office Coordinator at Questrade?

The ideal candidate is personable, very organized, detail-oriented and is able to manage multiple projects simultaneously within a very fast-paced, changing work environment. If you are a deadline-driven professional with a strong work ethic and a background in office administration, we want to hear from you.

Need more details? Keep reading…

In this role, responsibilities include but are not limited to:

• Assist with the front desk reception; welcome guests, employees and assist them as needed. Ensure visitor sign in protocols are followed
• Perform various clerical tasks as needed (i.e., filing, organizing supplies, receive, sort & dispense incoming mail and packages)
• Assist with meeting/boardroom calendar management
• Book corporate travel (Executives, Directors and Managers), and reserve conference spaces with Questrade corporate travel partner
• Assist members of the Executive team with tasks as required ensuring the utmost confidentiality, professional decorum, accuracy and sense of urgency
• Assist with New Hire Onboarding; name badges and security pass cards
• Assist with the management of Security Pass Cards including but not limited to, liaising with building security, managing complex tracking system
• Assist with the planning and execution of company and department events including budget management, catering, venue selection, décor, set-up and tear down.  Attend planning meetings, take accurate meeting minutes outlining action items; distribute to committee members
• Assist with Office Supply Management including budget control, ordering supplies and managing accurate inventory
• Assist with facilities and maintenance ticketing process; follow-up with landlord for status reports
• Assist with coordinating third party facilities/maintenance vendors when required (e.g. HVAC, Plumbers, Cleaners, etc.)
• Ad hoc projects as assigned.

So are YOU our next Office Coordinator? You are if you…

• You have a relevant degree/diploma with a strong focus on office administration and facilities
• You have minimum 3-5 years’ experience in office administrative preferably within a fast paced work environment 
• excellent communication (both verbal and written), organizational, analytical skills
• You have the ability to organize and prioritize assignments in a quickly changing environment; strong time management skills
• You have the ability to multi-task and work without direct supervision; meet tight deadlines with ease
• You have high level of attention to detail
• You have strong typing skills
• You have a professional telephone manner
• You have the ability to maintain confidentiality and demonstrate strong sense of discretion and professionalism
• You have high customer service orientation with demonstrated ability to build and maintain strong working relationships with key stakeholders
• You have the ability to take direction and execute tasks accurately and within targeted deadlines
• You have advanced computer skills including Excel, Word, PowerPoint & Outlook
• You have the ability to work within structured work hours
• You have the ability to occasionally provide support at after hour company events

Additional information:

• Please note this role is required to be fully on-site (5 days per week), primarily working out of our downtown Toronto (250 University Ave.) office location but will need to be flexible as needed to work out of our North York (5700 Yonge St.) office location.

Sounds like you? Click below to apply!

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