Office Coordinator

1 week ago

Oakville, Canada Ingenuity Full time

Are you a people person who thrives in a dynamic environment? Do you excel at juggling multiple tasks and providing exceptional administrative support? If you have a knack for keeping things organized and running smoothly, we want to hear from you

We are looking for a full time Office Coordinator to be at the heart of our head office location in Oakville. This role reports directly to the Human Resources Leader and offers a competitive salary, plus full benefits.

**About Us**:
Ingenuity Development is a rapidly growing general contractor, design-builder and construction manager, that has earned a reputation for integrity and quality construction. Opened in 2007 by our three principals, Mario, Peter, and Matthew, Ingenuity is known for bringing a passion for craftsmanship and an emphasis on relationship to commercial construction projects.

Our secret to success is simple: hire great people and trust them to excel in their roles while continuously improving how we deliver results. Here’s the formula: Happy team = happy clients.

**About the role**:
The Office Coordinator - Administrative Assistant position is a full-time role at the heart of our Oakville head office. Reporting to the Human Resources Leader, this position ensures efficient office operations, provides human resources support, and supports our executive team members by providing exceptional administrative assistance. The Office Coordinator - Administrative Assistant demonstrates a detail-oriented competency and is a self-starter and team player with a strong understanding of bookkeeping and accounting practices, strong administration skills, and general office management.

**Key Responsibilities**:

- **Office Management**:

- Answer general phone inquiries using a professional and courteous manner. Direct phone inquires to the appropriate staff members. Reply to general information requests with accurate information.
- Greet clients/suppliers/visitors to the organization in a professional and friendly manner.
- Prepare correspondences, reports, and presentations as required.
- Coordinate office operations, including supply management, facility maintenance, and inventory management. Ensure the office is well-stocked and organized.
- Plan and coordinate internal and external events, including meetings and conferences.
- Develop and implement procedures to improve efficiency in office operations.
- Assist with budget management and tracking of office expenses.
- **Administrative Functions**:

- Develop and implement effective procedures for the continuous improvement of office operations, including organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; completing cost/efficiency comparisons for services and supplies.
- Support field staff by ordering supplies, and coordinating/assisting with field office management.
- Support budget tracking and expense management for office-related activities

Prepare and maintain accurate documentation and records for various meetings and projects.
- **Human Resources, Departmental Support, and Compliance**:

- Collaborate with HR to maintain personnel files, and coordinate onboarding and orientation for new employees.
- Assist in performance management and employee engagement initiatives, including the annual appraisal process as well as engagement surveys.
- Provide administrative support to department leaders on HR, H&S, and cross-functional initiatives.
- Coordinate with Health & Safety partners to ensure the H&S Management program is up-to-date, compliant with regulations, and posted in the office and on all site trailers.
- Maintain accurate company-wide training records on Safety Loop.

Coordinate with Health & Safety partners and Department leaders to book required staff training in a timely manner.
- **Insurance and Fleet Management**:

- Manage business and project insurance policies, ensuring no lapses in coverage
- Process insurance claims and ensure timely reporting of accidents and injuries
- Track fleet vehicle registrations, insurance, and driver compliance, and assist with vehicle procurement and renewals.
- **IT and Telephony**:

- Act as a liaison for all technology, coordinating with IT to ensure timely resolution of any technology related issues.
- Be the point of contact for all telephony services. Work closely with the provider (Telus) to maintain accurate records of phone line renewals and maintenance.
- **Cross-Functional Support**:

- Provide limited executive support, including scheduling meetings, taking and distributing minutes, preparing correspondence, and assisting with key initiatives as needed.

**About you**:
**You are perfect for this role because you have**:

- A minimum of three years of experience in office coordination, HR, or operations.
- A post-secondary certificate, diploma, or degree in office administration would be an asset.
- High degree of Organizational Skills, Prioriti

  • Office Coordinator

    7 months ago

    Oakville, Canada Naylor Building Partnerships Full time

    Naylor Building Partnerships Inc. is currently seeking an Office Coordinator to join our team. If you are a new graduate looking to start a career, this is an excellent opportunity for you! **Key Responsibilities**: Reception/Mail - Greet all individuals that come to the door and take appropriate action. Receive any shipments for the Oakville office and...

  • Office Coordinator

    4 months ago

    Oakville, Canada Harbinger Network Inc Full time

    **Job Summary** Harbinger Network's client is construction contractor in Oakville looking to augment their office management staff. They seek an organized and detail-oriented Office Coordinator to join our team. The Office Coordinator will be responsible for overseeing daily office operations, providing administrative support, and ensuring efficient office...

  • Office Coordinator

    4 weeks ago

    Oakville, Ontario, Canada Iree Community Agency Inc. Full time

    We are seeking an Office Coordinator to join the team at Iree Community Agency Inc. The ideal candidate will be responsible for arranging and co-ordinating seminars, conferences and other events. Additionally, the candidate will determine and establish office procedures and routines, schedule and confirm appointments, and provide customer service. The...

  • Office Coordinator

    6 months ago

    Oakville, Canada Madison Avenue Window Fashion Full time

    Office Coordinator **Duties**: - Manage the day-to-day operations of the office, ensuring smooth workflow and efficient processes. - Coordinate and schedule appointments, meetings, and events. - Maintain and update calendars for staff members. - Manage office supplies inventory and place orders as needed. - Organize and maintain physical and digital files,...

  • Office Coordinator

    4 weeks ago

    Oakville, Ontario, Canada Staff Source Services Inc. Full time

    Education:Experience:EducationSecondary (high) school graduation certificateKey Responsibilities:Arrange and coordinate seminars, conferences, and other events.Coordinate the activities of the HR department to ensure they meet the organization's goals.Coordinate the flow of information within the team.Evaluate daily operations and implement improvements.Open...

  • Office Coordinator

    4 weeks ago

    Oakville, Ontario, Canada GREAT LAKES DENTISTRY Full time

    About the RoleWe are seeking an experienced Office Coordinator to join our team at GREAT LAKES DENTISTRY. As an integral part of our support staff, you will be responsible for providing exceptional administrative assistance to our dental professionals and ensuring seamless day-to-day operations.Key ResponsibilitiesManage patient flow and coordinate...

  • Office Administrator Coordinator

    4 weeks ago

    Oakville, Ontario, Canada Massage Addict Oakville Full time

    Job Title: Office Administrator CoordinatorWe are seeking an experienced and skilled Office Administrator Coordinator to join our team at Massage Addict Oakville. In this role, you will be responsible for providing administrative support to the office and ensuring that all tasks are completed efficiently.About the Role:Salary:$60,000 - $80,000 per yearWork...

  • Medical Office Coordinator

    4 weeks ago

    Oakville, Ontario, Canada Dr. Mehwish Yasin Dentistry Professional Corporation Full time

    About UsAt Dr. Mehwish Yasin Dentistry Professional Corporation, we strive to provide exceptional patient care and service. Our team is committed to maintaining a positive and supportive work environment.Job Title: Medical Office CoordinatorWe are seeking a highly organized and detail-oriented Medical Office Coordinator to join our team. This role will be...

  • Executive Office Coordinator

    4 weeks ago

    Oakville, Ontario, Canada Integration Services Full time

    Company OverviewAt Integration Services, we are dedicated to delivering exceptional solutions that meet the evolving needs of our clients. Our team is comprised of passionate and skilled professionals who work collaboratively to drive results.Job Title: Executive Office CoordinatorEstimated Salary: $45,000 - $55,000 per year, depending on experienceJob...

  • Office Support Coordinator

    4 weeks ago

    Oakville, Ontario, Canada BMO Full time

    At BMO, we strive to create a lasting, positive impact on our customers, communities, and employees. As an Office Support Coordinator, you will play a vital role in facilitating business operations and providing exceptional support to internal stakeholders.Job DescriptionWe are seeking a highly organized and detail-oriented individual to join our team. The...

  • Medical Office Coordinator

    4 weeks ago

    Oakville, Ontario, Canada FOURTH LINE ANIMAL HOSPITAL PROFESSIONAL CORPORATION Full time

    Job Title: Medical Office CoordinatorAt Fourth Line Animal Hospital Professional Corporation, we are seeking a skilled Medical Office Coordinator to join our team. As a Medical Office Coordinator, you will play a vital role in ensuring the smooth operation of our medical office. Your primary responsibilities will include scheduling appointments, interviewing...

  • Office Coordinator

    3 weeks ago

    Oakville, Ontario, Canada CanTech Diamonds Inc. Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Office Coordinator to join our team at CanTech Diamonds Inc. This is a permanent, full-time position working 30 hours per week with the possibility of hybrid work arrangements.About the RoleThis role will provide administrative support to our organization, focusing on seminar coordination, data...

  • Senior Office Coordinator

    3 weeks ago

    Oakville, Ontario, Canada BORNTOW LOGISTICS Full time

    About This RoleWe are seeking a highly organized and detail-oriented Senior Office Coordinator to join our team at BORNTOW LOGISTICS. As a key member of our administrative staff, you will play a vital role in ensuring the smooth operation of our office.

  • Medical Office Coordinator

    4 weeks ago

    Oakville, Ontario, Canada PharmaSense Full time

    Job DescriptionWe are seeking a skilled Medical Office Coordinator to join our team at PharmaSense. As a Medical Office Coordinator, you will play a vital role in ensuring the smooth operation of our office.Key Responsibilities:Administrative Support: Provide administrative support to our medical staff, including scheduling appointments, managing calendars,...

  • Office Operations Coordinator

    2 months ago

    Oakville, Ontario, Canada beBee Professionals Full time $35,000 - $45,000

    beBee Professionals in Oakville is looking for an experienced Office Operations Coordinator to support our office operations. The successful candidate will have a strong background in administration and be able to handle a variety of tasks with ease.Key Responsibilities:Answer phone calls, manage emails, and handle office correspondence.Schedule meetings and...

  • Office Coordinator

    6 months ago

    Oakville, Canada ServiceMaster of Canada Full time

    Work Term: Permanent - Work Language: English - Hours: 32 to 40 hours per week - Education: College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years - Experience: 1 year to less than 2 years - or equivalent experience **Work setting**: - Private sector **Tasks**: - Review and evaluate new administrative procedures -...

  • Office Coordinator

    4 weeks ago

    Oakville, Canada ServiceMaster of Canada Full time

    Work Term: Permanent - Work Language: English - Hours: 32 to 40 hours per week - Education: College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years - Experience: 1 year to less than 2 years - or equivalent experience - ** Work setting**: - Private sector - ** Tasks**: - Review and evaluate new administrative...

  • Executive Office Coordinator

    1 week ago

    Oakville, Ontario, Canada beBee Professionals Full time $45,000 - $60,000

    Job Summary:We are seeking a highly organized and detail-oriented Executive Office Coordinator to manage daily office operations in Oakville. This role involves organizing office activities, supporting staff, and ensuring administrative tasks are completed efficiently.About the Role:Manage incoming calls, emails, and office correspondence.Schedule meetings...

  • Medical Office Coordinator

    3 weeks ago

    Oakville, Ontario, Canada PharmaSense Full time

    Are you passionate about delivering exceptional patient care and administrative support in a fast-paced medical setting? PharmaSense is seeking a skilled Medical Office Coordinator to join our team!Job SummaryThis role offers the opportunity to work closely with healthcare professionals, providing administrative support and ensuring seamless communication...

  • Office Support Coordinator

    3 weeks ago

    Oakville, Ontario, Canada Nova Bath Ltd Full time

    Job OverviewWe are seeking an experienced administrative assistant to join our team at Nova Bath Ltd. As an Office Support Coordinator, you will be responsible for providing essential support to our daily operations.About the RoleThe ideal candidate will have excellent communication and organizational skills, with the ability to multitask and work...