Office and Team Support Specialist

Position Title: Office and Team Support Specialist

Location: 130 Albert St., Ottawa, ON (Hybrid, with minimum of three days per week in office)

Reports To: Vice President, Finance & Operations

Organization: Hotel Association of Canada (HAC)

Salary: $68K-$75K, plus benefits

Position Overview:

The Office and Team Support Specialist plays a key role in ensuring the smooth functioning of office operations, supporting human resources and financial administration, and facilitating effective communication and coordination across the organization. This role requires a proactive, organized, and detail-oriented individual who thrives in a dynamic environment and enjoys supporting a collaborative team.

Key Responsibilities:

Office Operations & Facilities Management

- Oversee day-to-day office operations, including supply inventory.
- Serve as the first point of contact for general internal and external inquiries.
- Ensure professional and well-organized common office spaces, including storage.
- Maintain filing systems (physical and digital) and support document preparation.
- Support internal communications and manage corporate information on Basecamp.
- Support IT and office equipment (printers, copiers, phones) functionality and coordinate maintenance and repairs.
- Maintain records of software subscriptions and external memberships.
- Handle incoming/outgoing mail and courier services.
- Administer office/building security and access systems.
- Liaise with facilities management, vendors, and service providers.
- Maintain office policies and procedures.
- Ensure compliance with health and safety regulations

Administrative Support

- Organize staff meetings and events, including catering, logistics, and any meeting notes or follow-up documentation.
- Assist with Board and Committee meeting logistics, materials, and follow-ups.
- Provide scheduling and travel coordination, as required.

Human Resources Support

- Coordinate onboarding/offboarding schedules and requirements in collaboration with Finance, HR and IT.
- Maintain onboarding documentation and internal protocols.
- Support employee recognition and retention programs.
- Maintain and track staff training and policy documentation.

Finance & Budget Administration

- Track office expenses and manage petty cash.
- Code and submit invoices, support document collection, and deposits.
- Coordinate expense reports and reimbursements for Board and senior leadership.

Qualifications:

Education/Experience

- Postsecondary education in business administration, office management, a related field (diploma or degree), or equivalent experience.
- 3–5 years of administrative or office coordination experience, including:
- Managing budgets, vendors, and/or office facilities.
- Demonstrated computer literacy, especially in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Coordinating office equipment and systems (printers, phone systems, video conferencing tools).
- Accounting or CRM software (e.g., QuickBooks) is an asset.

Core Skills

- Strong organizational and time management abilities, with the ability to prioritize tasks and manage multiple deadlines.
- Attention to detail and accuracy.
- Excellent written and verbal communication.
- Professional and courteous interpersonal skills.
- Budget management and expense tracking.
- Office procurement and inventory management.
- Ability to manage vendor contracts and service agreements.
- Proactive in identifying and resolving office issues.
- Adaptable and able to handle unexpected situations with calm and professionalism.
- Maintains a high level of discretion and confidentiality.

About the Hotel Association of Canada (HAC)

The Hotel Association of Canada is committed to enabling the success of the Canadian hotel and lodging industry through trusted, impactful advocacy, and strong member programs.

When you join HAC, you join an energetic team of professionals who appreciate a dynamic work environment, flex hours, great benefits, and strong morale. We work hard and have fun while doing it

HAC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We respect the dignity and independence of people with disabilities and provide accommodation and support to persons with disabilities throughout the recruitment and selection process.

Why Join Us:

This is an opportunity to help support HAC as it strives to influence public policy in a sector that plays a vital role in Canada's economy and communities. At HAC, you'll work in a high-impact, collaborative environment alongside industry leaders committed to driving change.

Interested applicants should send their CV and cover letter to careers@hotelassociation.ca by Thursday, September 4, 2025.

For more information on this role, visit: https://hotelassociation.ca/career-opportunity-office-and-team-support-specialist/