Office Coordinator

Questrade Financial Group•Toronto, ON

1d•CA$50,000 - CA$60,000•Hybrid

About The Position

Questrade Financial Group (QFG), through its companies - Questrade, Questbank, Questrade Wealth Management, Community Trust Company, Zolo, and Flexiti, provides securities and foreign currency investment, professionally managed investment portfolios, mortgages, real estate services, financial services and more. We use cutting-edge technology to help Canadians become much more financially successful and secure. At QFG, we combine human-centric collaboration with AI-driven innovation to redefine financial services. The ideal candidate will be a catalyst for change, using AI to transform and deliver unparalleled customer experiences and shaping a future where AI empowers our teams to do their best work. Join our diverse, inclusive, and hybrid workplace to unleash your creativity and nurture your curiosity without limits. If you share this sense of infinite possibility, come shape your future at QFG. This job posting is for an existing vacancy. The Office Coordinator role is responsible for assisting with the daily operations of the office. This role supports the Senior Manager, Workplace Experience and works along with the Workplace Experience team to ensure all employees receive support with daily visitors and office requests. The ideal candidate is personable, very organized, detail-oriented and is able to manage multiple projects simultaneously within a very fast-paced, changing work environment. If you are a deadline-driven professional with a strong work ethic and a background in office administration, we want to hear from you.

Requirements

Hold a relevant degree/diploma with a strong focus on office administration and facilities
Have 3 – 5 years of experience in office administration preferably within a fast paced work environment
Have excellent communication (verbal and written), organizational, and analytical skills
Have strong time management skills and ability to organize and prioritize assignments in a quickly changing environment
Meet tight deadlines with ease, multi-task and work without direct supervision
Have high level of attention to detail
Have solid typing skills and professional telephone manner
Can maintain confidentiality and demonstrate a strong sense of discretion and professionalism
Have high customer service orientation with demonstrated ability to build and maintain strong working relationships with key stakeholders
Are able to take direction and execute tasks accurately and within targeted deadlines
Have advanced knowledge of Google Workspace applications

Responsibilities

Assisting with the front desk reception; welcoming guests, employees and assisting them as needed, ensuring visitor sign-in protocols are followed.
Performing various administrative tasks as needed (i.e., filing, organizing supplies, receiving, sorting & dispensing incoming mail and packages).
Assisting with meeting/boardroom calendar management.
Booking corporate travel for senior leadership and reserving conference spaces with Questrade corporate travel partners.
Assisting members of the Executive team with tasks as required ensuring the utmost confidentiality, professional decorum, accuracy and sense of urgency.
Assisting with New Hire Onboarding; name badges and security pass cards.
Assisting with the management of Security Pass Cards including but not limited to, liaising with building security, managing tracking systems.
Assisting with the planning and execution of company and department events, including budget management, catering, venue selection, décor, set-up and tear down.
Attending planning meetings, taking accurate meeting minutes, outlining action items and distributing to committee members.
Assisting with Office Supply Management, including budget control, ordering supplies and managing accurate inventory.
Assisting with facilities and maintenance ticketing process; following-up with landlord for status reports.
Assisting with coordinating third party facilities/maintenance vendors when required (e.g. HVAC, Plumbers, Cleaners, etc.).
Ad hoc projects as needed.
Available to occasionally provide support at after-hour company events.