Office Coordinator

JSI•Ottawa, ON

12h•Onsite

About The Position

JSI is built on purpose, that of making a difference in the world. Founded in 1979, this privately-owned technology company is the North American leader in designing and developing acquisition, collection and analysis solutions for law enforcement and intelligence communities. With 4Sight – JSI’s single, unified, product suite – customers can combine any number of disparate data sources into a highly intuitive, visually-focused platform. The result? JSI’s customers spend less time working with data and more time seeing patterns, understanding trends, and gaining perspective (and making the world a safer place). With over 450 employees and a strong, growing global presence in Canada, the U.S., Australia, and Germany, JSI is not only the dominant player in its industry, it is also known for its fun, high-performing, purpose-driven corporate culture. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), JSI will provide accommodation-accessible formats, and communication supports for the interview process upon request. Our hiring process does not use artificial intelligence (AI) tools for screening, assessing, or selecting applicants. All applications are reviewed and evaluated by our HR team.

Requirements

Post-secondary education in business administration, office management, event management, or a related field.
Previous experience in office administration, event coordination, executive support, customer service, or similar environment
Skilled at managing reception duties such as greeting clients, managing calls, scheduling, and handling inquiries with professionalism.
Demonstrated success in planning, organizing, and executing corporate events
Strong vendor and supplier management skills, including scheduling, logistics, and on-site coordination.
Proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook), database systems, and virtual meeting platforms.
Comfort with basic budgeting, expense tracking, and report preparation.
Excellent organizational skills with the ability to prioritize, multitask, and meet deadlines in a fast-paced environment.
Exceptional communication and interpersonal skills for interaction with executives, staff, customers, and external partners.
Detail-oriented, proactive, and adaptable, with a customer-service mindset.
Ability to handle confidential information with discretion and maintain professionalism at all times.
Must be eligible to obtain and maintain up to a Top-Secret security clearance.
Must have reliable access to a vehicle.
Must have the ability to travel between JSI’s two Kanata office locations.

Responsibilities

Guest welcome and sign-in.
Office supply, kitchen supply, and snack management/ ordering internal catering.
Assist with coordination of employee events.
Work with facilities to address facility concerns and for coordination of on-site contractors.
Scan, file, and distribute mail.
Monitor incoming reception email to distribute or file as required.
Liase with vendors as needed for maintenance of internal office equipment.
Provide support and backup to Alternate Company Security Officer, inclusive of reviewing and preparing routine security clearances and police checks.
Assist with process documentation for administrative teams.
Support with coordinating employee town halls, all-staff meetings, and executive Q&A sessions.
Ensure the professional execution of on-site visits.
Ensuring onsite customer and partner meetings are executed in a professional manner.
Onsite logistics (rooms, meals, marketing material etc.) are coordinated in compliance with customer security requirements and cultural sensitivity.
Assist with travel coordination and event planning for customer, partner and internal events, inclusive of transportation, meals, entertainment.
Assist with on-site training classes, inclusive of room setup, meals, materials, certificates.
Support with ad-hoc internal communications.
Assist with other duties as required.