Office Coordinator

Description

Key Responsibilities

• Manage office and light industrial facilities through effective coordination of external contractors, vendors, and landlord services to ensure facilities are maintained to corporate standards.
• Oversee facilities maintenance activities, including HVAC, electrical, plumbing, janitorial services, landscaping, snow removal, waste management, and other building-related services.
• Serve as the primary liaison with landlords, service providers, and contractors to ensure planned and unplanned maintenance activities are completed efficiently and effectively.
• Coordinate office space planning, workstation allocation, office moves, and workplace layout changes.
• Monitor office operating expenses and support facilities budgeting, cost control, and invoice processing.
• Promote environmentally sustainable workplace practices through waste reduction, recycling initiatives, energy conservation efforts, and responsible procurement.
• Ensure the facility, workspaces, desks, and kitchen areas remain clean, organized, and well-maintained.
• Ensure bulletin boards are current, organized, and updated with relevant information.

• Coordinate with managed IT coordinator to support office technology needs.
• Serve as the primary liaison between employees and IT coordinator to facilitate the timely resolution of technical issues.
• Coordinate technology setup for new hires and office relocations, including workstations, telecommunication equipment, printers, and audiovisual systems.
• Assist with inventory tracking and management of office technology assets.
• Support meeting room technology and ensure equipment is functioning properly.

• Serve as a primary point of contact for employees, visitors, vendors, and business partners, ensuring a professional and welcoming office environment.
• Coordinate visitor access, meeting room bookings, and office hospitality services.
• Participate in employee onboarding and offboarding processes, including workspace setup, building access, office equipment coordination, and orientation support of office and IT.

• Coordinate workplace health and safety activities and support compliance with applicable occupational health and safety regulations.
• Participate in workplace inspections, emergency preparedness planning, incident reporting, and corrective action follow-up.
• Maintain and communicate emergency procedures and coordinate emergency response resources.
• Coordinate office security measures, including access cards, key management, visitor protocols, and liaison with building security personnel.
• Support security clearance administration and related documentation, as required.

• Manage vendor relationships and maintain high service standards from all external providers.
• Maintain office policies, procedures, vendor contracts, facilities records, and operational documentation.
• Order and manage office supplies, kitchen supplies, cleaning materials, and other workplace necessities.
• Organize company meetings, training sessions, employee events, lunches, and other office activities.
• Prepare shipments, courier packages, and related documentation as required.
• Perform general administrative duties and special projects as assigned.

• Identify opportunities to improve office processes, service delivery, workplace experience, and operational efficiency.
• Develop and maintain standardized procedures to support business continuity and operational excellence.
• Recommend improvements that enhance workplace functionality, employee productivity, and cost effectiveness.

Education, Skills, Knowledge & Expertise

• Minimum 5 years of experience in facilities management, office administration, or a related role.
• Demonstrated experience coordinating contractors, vendors, and external service providers.
• Experience managing facilities in both office and light industrial environments preferred.
• Experience processing invoices and controlling operational costs.
• Experience supporting workplace technology and coordinating IT service is considered an asset.

• Strong knowledge of facilities management principles and contractor coordination.
• Familiarity with Ontario Occupational Health and Safety legislation and workplace safety best practices.
• Excellent organizational, time management, and prioritization skills.
• Strong interpersonal and customer service skills with the ability to build effective working relationships.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities while maintaining accuracy, professionalism, and attention to detail.
• Strong problem-solving and continuous improvement mindset.
• Proficiency with Microsoft 365 applications including Outlook, Teams, Word, Excel, and PowerPoint.

• Ability to obtain and maintain required Security Clearance.
• Ability to occasionally lift and move office supplies and equipment up to 25 lbs.

• Part-time, on-site role requiring attendance in the office three (3) days per week.
• Regular interaction with employees, contractors, vendors, building management, and visitors.

Job Benefits