Office Administrative Coordinator

About the role

The Office Administrative Coordinator acts as the point of contact for the office, supporting its daily operations and administration. The role covers event coordination, special projects and general office support, and works closely with office leadership, shareholders, directors and managers.

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 personnel
• 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
• Oversee 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 required; Bachelor's degree or equivalent experience preferred
• At least 3 years of administrative experience
• Excellent interpersonal and communication skills, attention to detail and strong organizational skills
• Ability to work under pressure, meet strict deadlines and exercise discretion with confidential information
• Sedentary work with occasional movement around the office; manual dexterity required

Required skills

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