Office Coordinator

JOB OVERVIEW

Reporting to the Director of Finance and Admin, the Office Coordinator is responsible for managing and coordinating office operations, facilities, and administrative tasks to ensure the smooth functioning of the office environment. This role involves overseeing office supplies, facilities maintenance, security, business travel arrangements, shipping, company events, and providing executive support.

KEY RESPONSIBILITIES

• Administrative Support: Provide general administrative support to the team.
• Business Travel Coordination: Arrange travel and accommodations for employees attending client sites, conferences, corporate and training events.
• Shipping & Freight: Manage mail, deliveries, and courier services. Deliver non-technology items for shipment to remote employees at other office locations. Use various courier services for local, national, and international shipments.
• Company Event Planning: Plan and coordinate company events, organize catering, rentals, and all necessary event resources.
• Financial Coordination: Work with AR and AP teams to make sure they process invoices, payments, and reimbursements for office related expenses. Complete monthly credit card reconciliations.
• Executive Assistant Duties: Manage email correspondence and calendars, including coordinating meetings, appointments, travel arrangements, and related logistics. Handle confidential and sensitive information with discretion, prepare and submit expense reports, and assist with document preparation and administrative reporting. Support on-site client and stakeholder meetings by coordinating boardroom setup, arranging refreshments, greeting guests, and ensuring a professional and welcoming meeting experience.
• Office Administrative Duties: Coordinate the procurement and inventory management of office refreshments, including vending machine products, snacks, beverages, and coffee supplies. Maintain clean, organized, and well-stocked kitchen and breakroom facilities, while overseeing the ordering and distribution of office supplies, equipment, and furnishings to support day-to-day business operations.
• Workspace Management: Coordinate employee desk assignments, maintain accurate seating charts, and manage workspace moves and updates to support office operations.
• Facilities Coordination: Coordinate with the Facilities Manager to support the efficient operation of the office, including identifying and communicating maintenance and repair needs, and liaising with custodial service providers to maintain a clean and professional work environment.
• Office Security: Manage office access and security functions, including the creation, distribution, and maintenance of employee ID badges, as well as oversight of the building entrance intercom and visitor access processes. Serve as the designated Fire Warden, coordinating emergency response procedures and evacuation activities during fire drills, severe weather events, and other workplace emergencies, while helping to ensure employee safety and compliance with emergency preparedness protocols.
• Inventory and Asset Management: Coordinate the ordering, inventory management, and distribution of company clothing, departmental uniforms, onboarding packages, and corporate gifts, ensuring employees receive required materials in a timely and professional manner.
• Phone Plan Management: Administer the company’s mobile phone program, including employee account setup and deactivation, device procurement and replacement, and the maintenance of accurate records and supporting documentation. Serve as the primary point of contact with telecommunications providers to coordinate services, resolve issues, and ensure employees have timely access to required devices and mobile services. Collaborate with the Finance team to review invoices, and investigate and reconcile billing discrepancies.
• Additional responsibilities as assigned.

QUALIFICATIONS

EDUCATION & EXPERIENCE

• Previous experience as an Office Coordinator or Admin Assistant considered an asset.
• Post-secondary education considered an asset.
• Previous experience with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required.

KNOWLEDGE, SKILLS & ABILITIES

• Experience in a fast-paced environment with multitasking responsibilities.
• Strong ability to manage calendars, schedules, and appointments.
• Strong ability to prioritize tasks and meet deadlines.
• Strong attention to detail and accuracy.
• Professional verbal and written communication skills.
• Strong customer service mindset for both internal and external interactions.
• Works well independently and as part of a team.

WORKING CONDITIONS

• Must be able to obtain and maintain a clear criminal record check
• Physically able to perform all listed job duties
• Work performed primarily in an office environment
• Manual dexterity required to use desktop computer and telephone
• This role involves working in a variety of environments and includes regular interaction with staff and members of the public
• Must possess and maintain a valid driver’s licence and be able to safely and reliably travel to client sites on a regular basis, meeting the driving and travel requirements of the position
• This position is eligible for the Mileage Reimbursement Program, as it requires travel for the pick-up and drop-off of various items.