| Description: |
We are seeking a highly organized and proactive Office Administrator / Facilities Coordinator to support daily office operations and facilities management. This role is responsible for maintaining a smooth and efficient workplace environment, coordinating vendor and building services, handling operational purchasing and expenses, and supporting office closure activities.
Location: Toronto (Hybrid – Temporary Assignment)
Pay Rate: $26–$28/hour
Key Responsibilities
Office & Facilities Management
- Oversee weekly office and kitchen maintenance activities.
- Manage inventory and restocking of office supplies, kitchen items, and first aid kits within approved budgets.
- Coordinate coffee machine maintenance and daily operations.
- Assist in organizing office events, employee engagement activities, and social gatherings.
Building & Access Coordination
- Liaise with building management regarding office-related requests such as access cards, freight elevator bookings, and additional cleaning services.
- Coordinate deactivation of access cards for departing employees.
- Monitor and manage the Verkada front door intercom system.
Vendor & Account Administration
- Manage relationships with operational vendors and service providers.
- Administer the Hungry lunch account, including monthly restaurant approvals.
- Assist with customs clearing coordination through Summit Customs.
- Manage company operational accounts including Instacart, DoorDash/Uber, Amazon, FedEx, and Uline.
- Track and support closure of vendor accounts following staffing or operational changes.
Financial & Expense Support
- Handle office-related purchasing while ensuring expenditures align with company policies and approvals.
- Upload, organize, and format receipts for expense tracking.
- Review and code monthly transactions in collaboration with the finance team.
Office Closure Coordination
- Support office closure activities by coordinating with the real estate team, office management, and contractors.
- Assist with inventory disposition and organization of office equipment removal or transfer.
Qualifications
- Previous experience in office administration, facilities coordination, or operations support.
- Strong organizational and multitasking skills.
- Excellent communication and vendor management abilities.
- Proficiency with Microsoft Office and administrative systems.
- Ability to handle confidential information with professionalism.
- Experience with expense tracking and vendor account management is an asset.
Preferred Skills
- Attention to detail and problem-solving abilities.
- Ability to work independently and manage multiple priorities.
- Strong coordination and follow-up skills in a fast-paced environment.
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