Office Coordinator

THIS IS a FULLY BILINGUAL FRENCH AND ENGLISH ROLE

Position: Office Services Coordinator

Employment Type: Full-time 4 Days in office 1 day Remote

About the Role:

Reporting directly to the Director of Human Resources and supporting the Chief Human Resources Officer (CHRO), this dual-role position combines office administration and HR executive assistant responsibilities. You will be the face of the Toronto office, ensuring smooth operations while contributing to HR initiatives and providing executive-level administrative support. It has a great growth path and amazing benefits

Key Responsibilities

Office Coordination:

• Welcome visitors and clients, manage their arrival process, and ensure a hospitable experience.
• Answer incoming calls, provide general information, and handle message transfers.
• Act as the liaison for property management and building security, coordinating access for staff, contractors, and visitors.
• Oversee meeting arrangements, including room setup, catering, and equipment preparation.
• Manage incoming and outgoing mail, courier services, and office supply inventory.
• Coordinate office events, including holiday parties, team activities, and wellness programs.
• Handle payment vouchers and supplier invoices for office services and IT needs.

HR Administrative Support:

• Track and process annual fitness and equipment reimbursements, conducting periodic audits.
• Support employee wellness programs, coordinating events, training sessions, and third-party wellness services.
• Manage internal HR pages and updates on platforms such as agora.
• Organize annual programs like service awards and participation in local events (e.g., CN Tower stair climb).
• Assist in special HR projects and initiatives as assigned.

Executive Assistant Duties:

• Provide full administrative support to the CHRO, including scheduling, travel arrangements, and expense management.
• Prepare meeting materials, agendas, minutes, reports, and correspondence.
• Maintain timelines for departmental initiatives and serve as a key contact for scheduling inquiries.
• Collaborate with other executive assistants to ensure seamless operations and cross-departmental support.

Qualifications:

• Post-secondary education is an asset.
• At least 3 years of experience in business administration, human resources, or office management.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Bilingualism in English and French is required.

Additional Benefits:

• Access to wellness and employee assistance programs.
• Opportunities to participate in community and wellness events.

#ONDT

• Job ID / No. du Poste: 38307
• Open Positions / Postes Ouverts: 1