Office Coordinator

See what you can do with Prophix

Prophix helps finance teams work with greater flexibility and confidence through Prophix One™, our Financial Performance Platform. We bring planning, reporting, and automation together so people can focus on higher-value work instead of repetitive tasks. As we introduce more AI-enabled capabilities, you will be part of a human-centered innovation journey where intelligent tools support better outcomes while people lead the decisions that matter.

We're headquartered in the Greater Toronto Area, with teams and offices across North America, Europe, and Australia.

Our Workplace and Office Coordinator is the welcoming face of Prophix! In this role, you will be responsible for a wide range of duties that impact employee experience, office environment and administration.

As part of the People and Culture team, you will report to the Team Lead, Internal Communications & Administration. The overarching objective of this group is to maintain a world-class employee experience while developing and retaining informed, engaged, and satisfied employees.

This role is fully on-site and based at our headquarters in Etobicoke.

What You Will Do

While there is some consistency to this role on a day-to-day basis, it’s safe to say you can expect the unexpected! You’ll be asked to jump in and assist where help is needed and part of your role will be uncovering opportunities for improvement. 

Some of the key duties and responsibilities include: 

• Act as primary liaison between building management and Prophix (setting up new employee access, removing employee access, assigning parking transponders, responding to building inquiries, posting building notices, etc.)
• Answer switchboard, screen, and direct calls in a professional manner, taking and relaying messages as necessary (15-20 calls/day)
• Provide general administrative and clerical support for various departments (including catering requests, parking validation and transponder management, hotel accommodations, etc.)
• Purchase & maintain office and kitchen supply inventory
• Assist with the coordination of any office renovations & maintain shared office spaces
• Greet visitors entering the organization and direct them to the correct destination
• Improve operational efficiency by evaluating existing processes and leveraging tools, including AI-enabled solutions, to streamline workflows and enhance productivity.
• Coordinate waste management program
• Manage swag inventory and distribution
• Order business cards, floral arrangements and gift baskets
• Ownership of internal snack program
• Coordinate executive-level interview scheduling in partnership with Talent Acquisition     
• Receive and sort mail and deliveries, prepare/ship courier requests using FedEx
• Support health and safety compliance and workplace standards
• Support onboarding logistics for HQ-based employees, including workspace setup, access coordination, and welcome preparation
• Perform other related tasks as assigned

What You Will Bring

If this role excites you but you don’t meet every requirement, we still encourage you to apply. At Prophix, curiosity, adaptability, and diverse perspectives matter. Your experience may be exactly what we need.

Required Qualifications

• Previous administrative experience in a responsible, fast-paced environment
• Proficient in Microsoft Office Suite; particularly Microsoft Outlook, Microsoft Word, Microsoft PowerPoint and Microsoft Excel
• Highly customer-service oriented with a strong desire to support and help others
• Excellent written and verbal communication skills with strong interpersonal abilities
• Ability to manage multiple competing priorities in a high-interruption, fast-paced environment
• Demonstrated ownership of tasks with the ability to follow through independently and with minimal supervision
• Strong problem-solving skills with a proactive, resourceful, and solutions-oriented mindset
• Experience coordinating logistics, vendors, or office operations (e.g., facilities, supplies, events, onboarding)
• Ability to build and maintain effective working relationships with internal stakeholders and external partners (e.g., vendors, building management)
• Professional presence with confidence interacting with employees at all levels of the organization
• Must be willing to work fully on-site at Prophix Headquarters in a highly collaborative, in-person environment
• Secondary diploma completed
• Comfort using AI tools responsibly to support tasks
• Ability to learn new tools and adapt as technology evolves
• Curiosity and openness to exploring new approaches
• Collaborative mindset when working with teams and technology
• Must be legally entitled to work in the country where this role is located

• Post-secondary certificate or diploma in an office administration-related field is an asset
• Extremely detail-oriented with strong organizational skills across multiple workflows
• Self-motivated and results-oriented with a strong sense of accountability
• Proactive self-starter who demonstrates initiative and identifies opportunities for improvement
• Proven ability to identify process improvements and drive efficiencies in administrative or operational workflows
• Experience supporting a high-growth or fast-paced office environment
• Ability to foster strong working relationships and collaborate with colleagues at all levels of the organization with confidence

What Success Looks Like

• 30 days: You understand our tools, product, and people
• Within 90 days: You work independently on meaningful tasks
• Within 6 months: You contribute ideas, improvements, and measurable impact

Why Join Prophix?

Prophix builds technology that helps organizations plan, forecast, and make better decisions through Prophix One™, our Financial Performance Platform. You’ll work with colleagues and customers across multiple regions, contribute to a platform used by thousands of organizations, and help advance our AI-enabled capabilities that support smarter, more human-centred work. You’ll also have opportunities to grow your skills, learn modern tools, and collaborate with leaders who value continuous improvement.

We offer flexibility depending on team needs and employee location, and our work is anchored in our values: Pursue Excellence, Build with Purpose, Create Wins for All, and Drive Continuous Innovation.

What’s Included for You?

• Comprehensive health, dental, vision, and mental-health coverage
• Retirement savings with employer contributions
• Parental leave top-up
• Annual wellness allowance
• Generous paid time off including vacation and sick time
• Social events, team activities, and opportunities to build community
• Opportunities to participate in Environmental, Social, and Governance (ESG) initiatives
• Quarterly Town Halls and Kickoffs that bring teams together to celebrate wins, share updates, and look ahead at what’s next

Compensation

The total target compensation for this role is $65,000 CAD to $70,000 CAD, in accordance with applicable pay transparency laws in Canada and the United States. Actual compensation will be determined based on factors such as skills, experience, location, and internal equity.

Apply Now!

If this feels like the right environment for you, we’d love to meet you and help you build your career as a Phixer!

Accessibility & AI Transparency

Prophix promotes an accessible hiring process. If you need accommodation at any stage, we’ll work with you. Some interviews may be recorded so our hiring team can review and assess responses fairly and consistently. As part of our commitment to Responsible AI, we use a small number of AI-supported tools to help with tasks like resume review, shortlisting, or creating interview summaries. AI is never used as the sole basis for hiring decisions, and your personal data is never used to train AI models. If you'd prefer not to take part in any AI-assisted step, just let us know and we’ll be happy to accommodate.