Office Coordinator

HIGH-QUALITY CLEANING COMPANY ACROSS SOUTHERN ONTARIO

ORGANIZED ● ACCOUNTABLE ● TECH-SAVVY ● TEAM-ORIENTED

Our client has been proudly serving Southern Ontario since 1986, consistently outperforming the competition in both industrial and commercial sectors—large and small.

Their cleaning standards far exceed typical industry expectations, enabling them to maintain long-term relationships with clients—often for over a decade at a time.

With decades of experience and extensive industry knowledge, they service over 18 million square feet nightly across Southern Ontario. By truly listening to their clients’ needs, they have built a reputation for reliability, excellence, and unmatched service quality.

They are committed to providing the highest level of cleanliness in workplaces. The team of over 200 well-trained professionals ensures that staff enter a fresh, clean, and safe environment every day.

ROLE OVERVIEW

We are partnering with our client in search of an Office Coordinator who will play a key role in supporting the organization's people, technology, and business operations. This position is responsible for coordinating core office administration while managing business systems, employee technology, software platforms, and office infrastructure. By ensuring systems are secure, efficient, and well-maintained, the role helps deliver a seamless employee experience and supports the effective day-to-day operations of the organization.

POSITION FOCUS

The Office Coordinator will be responsible for:

Human Resources Administration:

• Support employee onboarding and offboarding, including forms, system access, equipment and checklists.
• Maintain confidential employee records and prepare routine HR letters, documents and reports.
• Assist with recruitment scheduling, candidate communication, references and background checks.
• Track probation dates, training, certifications, attendance, leave and policy acknowledgements.
• Respond to routine employee questions and refer sensitive matters to the appropriate HR lead

Systems & Software Administration:

• Create, update and deactivate Microsoft 365 accounts, licences, mailboxes, Teams access and permissions.
• Administer HubSpot users, pipelines, workflows, lists, forms and lead routing.
• Administer the 8x8 phone system, including extensions, voicemail, call routing and softphones.
• Manage Apple IDs, device setup, security restrictions and kiosk mode.
• Maintain records of software subscriptions, users, costs and renewal dates.

VeriClock Administration & Reporting:

• Manage employee and contractor access and maintain clock-in devices and kiosk stations.
• Prepare weekly manager reports each Monday and monthly reports on the first business day of the month.
• Prepare weekly contractor usage reports each Monday.
• Review reports for obvious errors and refer concerns to the appropriate manager.

IT & Equipment Support:

• Provide Tier 1 and basic Tier 2 support for passwords, account lockouts, software and device issues.
• Purchase, configure, assign and track laptops, monitors, phones, tablets and related equipment.
• Coordinate equipment returns, repairs, replacements and secure reassignment.
• Install and maintain physical clock-in stations, including power and network connections.
• Escalate complex IT, privacy or cybersecurity concerns.

Website & CRM Support:

• Complete routine WordPress edits, publish approved content and repair broken links.
• Update plugins and make minor HTML or CSS changes.
• Test mobile responsiveness and confirm online forms route inquiries correctly.

Documentation & Improvement:

• Maintain procedures, access lists, inventories and user guides.
• Follow privacy, confidentiality and cybersecurity requirements.
• Identify ways to improve processes and reduce manual work.
• Support system testing, upgrades and staff training.
• Complete other related duties as assigned.

Requirements

• Diploma or degree in human resources, business administration, information technology, office administration or a related field.
• Two or more years of related HR administration, business systems or IT support experience.
• Must have a personal vehicle and be able to travel to field locations in Southern Ontario as needed.
• Experience with Microsoft 365 administration and employee onboarding/offboarding.
• Experience with HubSpot or another CRM platform.
• Experience with time-tracking, VoIP, Apple devices or WordPress is an asset.
• Proficiency with Outlook, Word, Excel, Teams and SharePoint.
• Strong organization, accuracy and attention to detail.
• Ability to handle confidential employee and business information.
• Good technical troubleshooting and problem-solving skills.
• Clear communication, customer service and teamwork.
• Ability to manage priorities, meet deadlines and recognize when escalation is required.

THE POD GROUP

The Pod Group (PG) is a creative consulting group that provides customized and innovative solutions to support our client’s growth and ultimate success while promoting the integration of equity, diversity, inclusion and belonging in creating culture and engagement.

We balance strategy and people to help community organizations make better use of their resources by focusing on building the competencies to promote people-centric organizations.

We promote a unique approach while incorporating marketing and human resources as an integral component of strategy, mission, and vision. This focus aligns strategy with the development of a culture that embraces all stakeholders and a community spirit while ensuring an effective plan that meets the requirements of the organization.

We thank you for your interest in applying!

Salary Range: $45,000 to $55,000 CAD Annually (with comprehensive health and dental benefits)

Vacancy: Current Opening