The Office Operations & HR Support Coordinator manages office administration, HR processes, accounting tasks, and property management needs, ensuring a seamless operation and positive employee and visitor experience.
YOUR ROLE
PROFILE
- Highly organized, detail-oriented, and proactive in anticipating needs
- Experience in office coordination, administration, or a similar support role
- Strong communication and interpersonal skills; comfortable engaging employees, vendors, and visitors
- Skilled at multitasking and prioritizing in a dynamic office setting
- Strong problem‑solving abilities and confidence acting independently
- Collaborative, team-oriented, and service-driven
- Proficient in Microsoft Excel, Word, Outlook, and Teams
- Comfortable managing confidential information
- Able to coordinate across HR, Accounting, and IT functions
- Ambassador of a positive, inclusive, and people-first office culture
- Able to reliably work on-site in Toronto three days per week
ROLE RESPONSIBILITIES
- Administrative Support & Office Coordination
- Greet and host visitors, ensuring a professional and welcoming experience
- Manage phones, inquiries, incoming/outgoing mail, courier packages, and deliveries
- Serve as the primary contact for office-wide administrative communications
- Act as Emergency Plan contact alongside the Senior Director of Accounting
- Maintain a clean, organized, and efficient office environment
- Office Operations & Event Support
- Manage office-wide announcements on Microsoft Teams (closures, HR updates, weather alerts)
- Monitor and replenish office and kitchen supplies; place orders as needed
- Review vendor invoices and route to Accounts Payable for timely payment
- Track office-related expenses and maintain an updated expense report
- Support planning and execution of office events including Race for Equity, Employee Engagement Events, Flu Clinics, and Wellness Fairs
- Support special projects and evolving operational needs
- Property Management Liaison
- Serve as the main contact for building management, security, and maintenance teams
- Coordinate office repairs and maintenance requests (HVAC, electrical, plumbing)
- Log and track service tickets through the building portal; ensure timely follow-up
- HR Administrative Support
- Provide candidate hospitality and interview coordination
- Facilitate new hire onboarding: seating assignments, desk setup, IT coordination, office tours, Teams channel setup
- Support offboarding: collect badges/equipment, notify security, coordinate shipments to IT
- Maintain First Aid Training records and certification schedules
- Track incident reports and support Health & Safety efforts
- Participate in weekly HRBP 1:1s and monthly HR team meetings
- Accounting Administrative Support
- Assist with processing property tax invoices and payments
- Support annual business license renewals
- Enter invoices into the Verify system with accurate coding and details
- Provide Accounts Payable backup during absences or vacations
- All other duties or projects as assigned
Top Skills
Excel
Microsoft Outlook
Microsoft Teams
Microsoft Word
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