Office Coordinator

Job Description

Reception and Visitor Services

• Serve as the first point of contact for employees, visitors, and guests, providing professional and courteous service.

• Register visitors, notify hosts upon arrival, and communicate basic site safety and security requirements.

• Maintain a professional appearance and business-casual dress standard.

Facilities Coordination and Site Security

• Coordinate facilities service requests with management and vendors, including repairs, maintenance, alarms, and fire safety matters.

• Assist with coffee machines and water filtration systems by coordinating service calls and following up on repairs.

• Work with Corporate Security to coordinate employee access badges, fobs, and controls including approved early or late access arrangements and access to onsite gym amenities.

• Complete required site Emergency Action Plan and evacuation training, and follow established emergency procedures.

Office Operations, Meetings, and Events

• Maintain office supplies and inventory in accordance with agreed levels and reorder items as needed.

• Coordinate office lunches, catering deliveries, and employee events, including catering orders, setup requirements, and cleanup arrangements.

• Verify catering deliveries against confirmed orders, including quantities, menu items, and special dietary meals; document discrepancies and follow up with vendors.

• Set up meeting rooms and event spaces according to schedules and setup requirements, including furniture arrangements and room changes between meetings.

• Coordinate with the cleaning team to complete at least one weekly office reset, ensuring meeting rooms and shared spaces are clean, organized, and ready for use.

• Coordinate new employee workplace readiness, including workstation preparation, office supplies, welcome items, IT coordination, and badge or access arrangements.

Shipping, Receiving, and Vendor Coordination

• Coordinate incoming and outgoing courier deliveries, internal mail distribution, and outbound shipments.

• Track shipments, direct deliveries to the appropriate recipients, and follow up on delayed, missing, or incorrectly delivered items.

• Schedule vendor visits and coordinate access and site requirements with the Site Operations Manager.

Administrative and Financial Support

• Review FedEx invoices and supporting shipment information, identify appropriate departments and cost allocations, and complete invoice coding according to established Finance procedures.

• Follow up on missing information, invoice discrepancies, and outstanding administrative items.

• Support Finance and Commercial Operations with administrative tasks and projects appropriate to the role.

• Enter and verify water, electricity, and natural gas information in the site utility reporting system, following training and established procedures.

• Assist with invoice tracking, inventory reviews, and approved disposal requests with the relevant departments and service providers.

• Maintain accurate records, complete assigned checklists and trackers, and provide timely updates on outstanding items.

• Attend the site training as directed and perform other related duties as assigned.

Qualifications

• Previous experience in office administration, reception, customer service, office coordination, or a similar role.

• Strong verbal and written communication skills, with a professional and service-oriented approach.

• Good organizational skills and the ability to manage multiple tasks, deadlines, and changing priorities.

• Working knowledge of Microsoft Office applications, particularly Outlook, Word, and Excel.

• Comfortable using digital systems, maintaining records, processing invoices, and following established procedures.

• Physical ability to complete meeting room setup changes based on requests, including moving tables and chairs and returning rooms to their original setup in a fast-paced environment.

• Strong attention to detail when checking deliveries, invoices, access records, and administrative documentation.

• Schedule: Monday to Friday, from 8:00 a.m. to 4:30 p.m.

• 25/hr

Additional Information

BENEFITS

• Health and Dental Insurance
• Free Parking available
• Countless opportunities to grow within the company. 
• Full training provided. 

Ready to be part of something greater? Apply today! 

Sodexo is committed to Employment Equity and Diversity. We do not discriminate against any employee or applicant for employment because of national origin, race, religion, ethnic group, age, disability, gender, sexual preference, sexual or gender identity, status as a veteran or any other federal, provincial or local protected class.   

 We welcome and encourage applications from people with disabilities. Accommodation is available on request from candidates taking part in all aspects of the selection process.   

Sodexo is committed to providing a safe and healthy working environment for our team members, customers, clients, contractors, business partners, guests, and members of the public with whom we regularly interact. We require that all new hires in hospitals, long term care facilities, and senior homes to be fully vaccinated against COVID-19 and may require any other new hires to be fully vaccinated based on the location and scope of their employment. 

Thank you for your interest in Sodexo. 

Please note that only those candidates under consideration will be contacted.  

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Compensation: N/A to 25 (CAD) (HOURLY)