Office Administrative Coordinator

About the role

The Office Administrative Coordinator acts as a point of contact supporting the daily operations of the office, including coordinating events, special projects and other activities. The role covers front-desk reception, meeting and event support, office administration and liaison with vendors and building services.

Key responsibilities

• Greet guests, handle incoming calls, monitor physical access to the office and notify team members according to security protocols
• Organize department meetings, vendor visits and visitor arrangements
• Coordinate employee events, including conference centre booking, scheduling, catering, setup and cleanup
• Manage the conference room reservation calendar and office visit requests
• Support office maintenance, workspace and storage arrangements, and act as backup for office services
• Handle administrative and program support for Shareholders, Directors and Managers, procure office supplies within budget, and assist with expense reporting, invoicing and credit card reconciliation
• Supervise building management, office equipment and subcontracted vendors such as copiers, electrical and HVAC, and administer the office security system
• Support onboarding and offboarding, workplace health and safety, emergency preparedness and business continuity

Required profile

• High school diploma; bachelor's degree or equivalent experience preferred
• At least 3 years of administrative experience
• Excellent interpersonal and communication skills, attention to detail and strong organization
• Ability to work under pressure, meet strict deadlines and exercise discretion with confidential information
• Occasional movement around the office and prolonged sitting; manual dexterity required

Required skills

• Windows-based software and Microsoft Office (Word, PowerPoint, Excel, Outlook)
• Quick learning of new software applications