Office Administrator/Facilities Coordinator

Kingsdale Advisors•Toronto, ON

2d•CA$50,000 - CA$60,000•Onsite

About The Position

The Office Administrator/Facilities Coordinator plays a key role in ensuring the smooth day-to-day operation of the office by providing comprehensive administrative and facilities support. Reporting to the Head of Human Resources, this position is responsible for creating a welcoming, well-organized, and productive workplace environment for employees, clients, and visitors. With a strong focus on organization, service, and attention to detail, this role serves as a key point of contact for office operations and helps foster a positive workplace culture.

Requirements

Exceptional attention to detail and commitment to maintaining high standards in both administrative and facilities-related responsibilities.
Strong organizational, time-management, and multitasking skills, with the ability to effectively prioritize competing responsibilities.
Professional verbal and written communication skills, with strong customer service orientation.
Creative thinker with a resourceful and proactive approach to projects, problem-solving, and continuous improvement.
Eager to learn and adaptable, with the ability to thrive in a fast-paced entrepreneurial environment.
Strong interpersonal skills with the ability to build trust and credibility across all levels of the organization while maintaining confidentiality and exercising sound judgment.
Open to feedback, committed to continuous improvement, and willing to adapt work approaches based on changing business needs.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and common office technology and software applications.
Dependable, professional, and capable of handling sensitive and confidential information with discretion.
Ability to work independently while also collaborating effectively within a team environment.
Ability and willingness to perform light physical duties and support facilities-related responsibilities, including office setup, inventory management, facilities maintenance, general upkeep, and light cleaning, to ensure a clean, organized, and professional workplace.

Nice To Haves

Experience managing office operations, including supplies, vendor relationships, mail distribution, and expense reporting is considered an asset.
Comfortable supporting senior leaders, managing multiple competing priorities, and proactively responding to the evolving needs of a growing organization.

Responsibilities

Perform general office cleaning, organization, and upkeep, including maintaining the exterior appearance of the building to ensure a safe, professional, and welcoming environment.
Coordinate with external vendors and service providers for maintenance, repairs, cleaning services, and office supplies, ensuring timely and cost-effective support.
Manage office supply inventories, including ordering, receiving, and replenishing materials as needed.
Organize and coordinate office lunches, meetings, employee events, and other workplace activities, ensuring all logistical requirements are met.
Welcome and assist visitors, clients, and employees in a professional, courteous, and friendly manner.
Maintain a clean, organized, and inviting reception area that creates a positive first impression.
Purchase groceries, snacks, coffee/tea, and other office necessities for daily office operations, meetings, and events.
Receive, sort, and distribute incoming mail and packages, and coordinate outgoing shipments and courier services.
Process and submit expense reports, ensuring receipts and supporting documentation are accurate and submitted within required timelines.
Provide general administrative support to the team, assisting with ad hoc projects and office-related tasks as required.
Prepare meeting rooms by ensuring furniture, equipment, technology, and materials are set up and ready for use.
Support the onboarding process for new employees, including workstation setup, equipment coordination, and ensuring required supplies and resources are available.
Assist with employee offboarding by coordinating the return of company property and preparing workspaces for future use.
Identify opportunities to improve employee experience and office effectiveness.
Provide administrative and operational support to senior leadership as required, demonstrating professionalism, discretion, and strong judgement.
Support employee engagement initiatives and workplace experience programs that contribute to employee satisfaction and team culture.