Office Coordinator

Aptos Retail•Montreal, QC

37d

About The Position

The Office Coordinator ensures the smooth, organized, and professional operation of the office while providing comprehensive administrative and operational support across the organization. This role serves as the primary point of contact for general office inquiries and supports colleagues by maintaining an efficient and welcoming workplace environment. In addition, the Office Coordinator provides backup support to the Finance team through data entry and document processing, assists with planning and executing office events, and contributes to fostering a positive, well‑functioning workplace for all employees.

Requirements

High school diploma, or certificate in Office Administration, Business Administration, or related field is an asset.
1–3 years of experience in similar role.
Proficiency in MS Office.
Strong organizational skills and ability to prioritize tasks.
Excellent communication and interpersonal skills.
Detail‑oriented.
Ability to work independently and be a self-starter.
High discretion with confidential information.

Nice To Haves

Experience with executive scheduling is an asset.
Experience coordinating contractors or office moves preferred.
Experience with purchasing or expense systems is a plus.

Responsibilities

Maintain a clean, organized, and functional office environment.
Manage office supply inventory, purchasing, and vendor relationships.
Coordinate the receipt, distribution, scanning, and logging of mail.
Manage incoming and outgoing shipments, including preparation, tracking, and courier coordination.
Act as the key contact for facilities‑related issues, coordinating with service providers.
Oversee facility invoices and support approval workflows.
Serve as the point person for office renovations, construction projects, and/or relocations.
Provide scheduling assistance for executives.
Support office-wide communications and event logistics.
Support onboarding activities such as workspace setup and access coordination.