Office Administrator / Workplace Coordinator
Are you an organized, client-focused professional with a passion for creating a welcoming workplace? Apply Now!
Working with one of our top financial clients, this role calls for an Office Administrator / Workplace Coordinator. This position is vital in ensuring smooth office operations while providing exceptional reception and administrative support. The role involves engaging with employees and visitors, coordinating a range of workplace activities, and supporting team projects within a dynamic environment.
Pay rate range (CAD): $17.60/hr – $27.16/hr
Responsibilities
- Greet and assist visitors and external partners in a professional, courteous manner.
- Manage complex calendars, coordinate meetings, and prepare meeting rooms and technology.
- Support planning and execution of internal events, town halls, leadership meetings, and employee engagement activities.
- Coordinate onboarding activities for new hires to ensure a positive onboarding experience.
- Respond to shared mailbox inquiries, escalate issues, and resolve requests promptly.
- Handle incoming and outgoing mail, courier services, and internal communications.
- Process invoices, vendor payments, and expense requests following company policies.
- Collaborate with internal teams and vendors on office moves, workspace planning, and access management.
- Maintain office supplies inventory and procure resources cost-effectively.
- Coordinate training sessions, registration, and logistics for development activities.
- Monitor office facilities, equipment, and technology to maintain safety and functionality.
- Support workplace security, access management, and safety protocols.
- Assist with workplace initiatives and change management efforts.
- Identify opportunities for process improvements to enhance operational efficiency.
- Build and maintain relationships with stakeholders and external service providers.
- Provide general administrative support to leadership and teams as needed.
Desired Skill-Set
- 2 to 5 years of experience in office administration, workplace services, and facilities coordination, ideally within financial or professional services.
- Excellent organizational skills with the ability to prioritize and meet deadlines in a fast-paced setting.
- Strong customer service orientation with excellent interpersonal and relationship-building skills.
- Effective verbal and written communication skills with high professionalism and attention to detail.
- Proven problem-solving skills and ability to exercise sound judgment with confidential information.
- Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint.
- Experience preparing reports and dashboards using business data.
- Highly adaptable, proactive, resourceful, and committed to continuous improvement.
- Strong collaboration skills to work effectively across teams and with external vendors.
- Ability to work independently with accuracy and accountability.
Nice to Have
- Experience supporting workplace moves, office renovations, or facilities projects.
- Familiarity with invoice processing, procurement systems, or vendor management.
- Knowledge of Power BI, SharePoint, or workflow automation tools.
- Understanding of workplace health and safety practices and security protocols.
- Experience within banking, financial, or insurance industry settings.
- Post-secondary education related to Business Administration, Office Administration, Facilities Management, or equivalent experience.
BeachHead is an equal opportunity agency and employer. We advocate for our candidates and welcome applicants regardless of race, color, religion, national origin, sex, age, or physical or mental disability. BeachHead or our clients may use technology-enabled tools, including automation and artificial intelligence (AI), to support parts of the recruitment process such as resume screening, application management, and candidate matching. These tools assist our recruiters and our clients, and do not replace human decision-making. This job posting represents a current or anticipated vacancy. The position may be filled at any time, and the posting may be removed without notice once the role has been filled.