Office Coordinator

Solace Corporation•Ottawa, ON

1d•CA$22 - CA$28•Onsite

About The Position

Enterprise AI is moving from pilots to production, and the constraint is no longer the model — it's the data. Agents are only as good as what they can sense, trust, and act on in the moment, and real-time, event-driven data is becoming the foundation every serious AI system runs on. Solace is the leading platform for the enterprise AI era. Established enterprises worldwide — including RBC Capital Markets, Bosch, Heineken, PSA Singapore, United Airlines, Schwarz Group, and hundreds more — have built their business around Solace to enable intelligent, real-time experiences, modernize their application and integration landscape, and create seamless digital journeys for their customers, partners, and employees. So, the next time you drive a car, order furniture online, fly in a plane, check your bank balance on your phone, your positive experience could be a direct result of our technology—and your hard work! About the Role The Office Manager is the heartbeat of Solace’s Kanata headquarters. This is a full-time, fully onsite contract role (Monday to Friday), with the possibility of conversion to a permanent position. We’re looking for someone who takes genuine pride in owning the office environment. You are warm, organized, and proactive. You are excited to be the first face people see when they walk through the door. You will be the go-to person for everything related to the physical workplace: facilities, supplies, vendor relationships, and health and safety. You will also own Solace’s co-op recruitment coordination, working closely with the HR team to ensure a smooth experience for student candidates. If you love keeping things running, making people feel welcome, and will never say “that’s not my job”, then this role is for you.

Requirements

Minimum 2-year college diploma in a related field (Business Administration, Office Management, etc.) and/or equivalent experience
3+ years of experience in an office management, facilities, or administrative role in a professional environment
A genuinely warm, people-first personality. You love making others feel welcome and go out of your way to do so
Strong organizational skills and sharp attention to detail; you take ownership of your responsibilities and see things through
Comfortable managing vendor relationships, coordinating with contractors, and researching solutions independently
Flexible, resourceful, and ready to GSD (get stuff done!)
Ability to thrive under pressure, manage competing priorities, and adapt quickly when plans change
Proficient in MS Outlook and the full MS Office Suite
Able to occasionally lift objects weighing up to 20 lbs, receive and deliver goods, and maintain the storage room

Nice To Haves

Experience with co-op or recruitment coordination is a strong asset
Health & Safety Certification is an asset

Responsibilities

Serve as the primary greeter and first point of contact for all staff, visitors, and guests. You set a consistently warm, professional tone at the front desk
Own the day-to-day office experience at Solace HQ, proactively identifying and resolving anything that affects the look, feel, or function of the workspace
Bring energy and positivity to the workplace; come up with creative, thoughtful ways to make the office environment welcoming and fun for everyone
Act as the central point of contact for all office-related questions and inquiries from staff and visitors
Partner with the HR and People team to support a positive, inclusive employee experience at Solace
Prepare and assemble swag bags for new hires and help get them settled in on their first day, ensuring a warm and organized welcome
Coordinate food and beverage ordering for department and company events, managing logistics from selection to delivery
Coordinate major workstation reconfigurations, moves, and construction projects, including supervising contractors and scheduling with internal stakeholders
Research, propose, and implement new office solutions that continuously improve the workplace experience
Take ownership of kitchen cleanliness and overall office tidiness, ensuring common areas are always presentable and well-maintained
Keep kitchens well stocked; manage coffee, kitchen, and office supply orders and vendor relationships
Liaise with the landlord on building maintenance, deficiencies, cleaning schedules, and temperature or lighting issues
Install small accessories (whiteboards, load bars, etc.) and move or arrange small furniture items as needed
Arrange for maintenance and repair of office equipment and furniture
Maintain accurate floor plans and up-to-date workstation information
Manage office supply inventory and purchase orders with vendors
Coordinate, attend, and take minutes for Joint Health & Safety Committee meetings; action any requests or recommendations following each meeting
Perform duties of the Fire Warden during fire drills and emergencies
Conduct quarterly Health & Safety inspections and follow up on identified issues
Own the end-to-end coordination of Solace’s co-op recruitment process in partnership with the HR team
Liaise with post-secondary institutions and co-op portals to post roles and manage incoming applications
Schedule interviews, coordinate assessments, and ensure a positive, organized candidate experience throughout the process
Onboard incoming co-op students, including workspace setup, introductions, and day-one logistics
Track co-op cycles, timelines, and headcount to keep the program running smoothly term over term
Participate in team meetings, cross-departmental meetings, and working groups as required
Perform other related administrative duties as required, including managing purchase orders and expense tracking