Administrative Office Coordinator

1 month ago

Toronto, Canada Goway Travel Limited Full time

**Position**: Administrative Office Coordinator

**Location**: Toronto Office

**Job Type**: Full Time

**Job Overview**:
We are seeking a detail-oriented and organized individual to join our Toronto office. As the Office Coordinator you will play an important role in maintaining daily Building operations and fostering a positive workspace. We are looking for a motivated individual with excellent communication and a willingness to tackle tasks directly.

**Administrative duties**:

- Provide administrative support to ensure efficient operation of the office.
- organizing and scheduling appointments, managing calendars, and maintaining paper and electronic filing systems, insurance and licensing renewals and various typing & ad hoc duties

**Building Maintenance and Repairs**:

- Assist the Executive Manager in overseeing building maintenance scheduling, including repairs and issues with elevator, heating & AC, bathrooms, kitchens, coffee machines, recycling and any other related items.
- Collaborate with property management and service contractors with a high level of professionalism for timely and efficient maintenance.
- Seasonal organization and maintenance of the outdoor patio (i.e. managing planters, BBQ, patio furniture, etc.)
- Act as the point of contact for internal and external communications on all building matters.

**Security and Safety**:

- Coordinate with property management for annual Fire Drills and Emergency evacuation procedures.
- Ensure office security measures are in place and functioning effectively.

**Parking Management**:

- Oversee the correct usage of assigned parking bays, ensuring efficient parking logistics.

**Procurement and Supplies**:

- Handle purchasing and stocking of office supplies.
- Source information for capital expenditures, such as furniture and fixtures, renovations, building signage, etc.
- Conduct and report on monthly inventory of brochure warehouse storage.

**Event Coordination and Social Committee Involvement**:

- Set up functions and events in-office, including catering arrangements.
- Assist the Executive Manager with off-site events, ensuring seamless execution.
- Actively participate in the Social Committee, assisting with special events, office decorations, and fostering a positive workplace culture.

**Inter-Office Communication**:

- Serve as a liaison to Vancouver office, addressing relevant issues and maintaining consistent communication.
- Contribute to the development and improvement of office policies and procedures.

**Qualifications**:

- Proven experience in office coordination/management or in a similar administrative role.
- Familiarity with building maintenance and security protocols, an asset.
- Excellent communication and interpersonal skills.
- Ability to handle confidential information with discretion
- Proactive in problem solving.
- Excellent organizational and time-management skills, attention to detail, proficiency in office software (e.g., Microsoft Office), strong written and verbal communication skills, discretion in handling confidential information.

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