Office Coordinator

JOB OVERVIEWReporting 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 RESPONSIBILITIESAdministrative Support: Provide general administrative support to the Travel Coordination: Arrange travel and accommodations for employees attending client sites conferences corporate and training & 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 Event Planning: Plan and coordinate company events organize catering rentals and all necessary event Coordination: Work with AR and AP teams to make sure they process invoices payments and reimbursements for office related expenses. Complete monthly credit card 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 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 Management: Coordinate employee desk assignments maintain accurate seating charts and manage workspace moves and updates to support office 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 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 Plan Management: Administer the companys 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 responsibilities as EDUCATION & EXPERIENCEPrevious experience as an Office Coordinator or Admin Assistant considered an -secondary education considered an asset. Previous experience with Microsoft Office Suite (Word Excel Outlook PowerPoint) required. KNOWLEDGE SKILLS & ABILITIESExperience in a fast-paced environment with multitasking ability to manage calendars schedules and ability to prioritize tasks and meet attention to detail and verbal and written communication customer service mindset for both internal and external well independently and as part of a CONDITIONSMust be able to obtain and maintain a clear criminal record checkPhysically able to perform all listed job dutiesWork performed primarily in an office environmentManual dexterity required to use desktop computer and telephoneThis role involves working in a variety of environments and includes regular interaction with staff and members of the publicMust possess and maintain a valid drivers 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.