Operations & Administrative Coordinator

Are you seeking a workplace that values your personal and professional growth while challenging and rewarding you? Join our leading firm of CPA’s and Advisors based in Oakville as an Operations & Administrative Coordinator.

The Operations & Administrative Coordinator will play a key role in ensuring the efficient operation of the office while supporting the Director of Operations and Human Resources in day-to-day administrative and strategic tasks. This role combines hands-on office administrative and operational responsibilities with opportunities to contribute to process improvement and Human Resource initiatives.

Our award-winning culture focuses on supporting and nurturing employees' well-being, creativity, and career growth. We provide continuous opportunities for our team to participate in community initiatives, book clubs, professional development programs, and much more. We are proud to be Great Place to Work Certified and recognized as a Top Place to Work for Women. We also prioritize work-life balance and offer a hybrid work environment.

If you are a self-starter with strong attention to detail, exceptional interpersonal and communication skills, we invite you to join our team. The salary range for this position is $47,000 - $60,000, depending on experience and qualifications.

Roles & Responsibilities

Office Operations:

- Oversee the maintenance of office premises, bathrooms, meeting rooms, and kitchen, ensuring cleanliness, organization, and sufficient supplies for smooth operation.
- Monitor and maintain office supplies, including stationery, equipment, and other resources, ensuring cost-effective inventory management and minimizing waste.
- Act as the primary point of contact for office vendors and service providers, coordinating contracts, maintenance, and deliveries.
- Assist with the management and monitoring of the phone and security systems, including adding/removing users and troubleshooting issues as needed.
- Distribution of outgoing mail, couriers, and postage machine maintenance.
- Oversees reception operations, fostering a professional, welcoming, and exceptional environment for clients and visitors.

Administrative Support:

- Assist in drafting and editing reports, presentations, and other professional documents for internal and external use.
- Support the coordination of strategic office projects, including team-building events, workflow improvements, and process documentation.
- Coordinate onboarding for new employees, including workstation setup, welcome packages, ect.
- Track employee absences, update calendars, and maintain accurate records in collaboration with HR.
- Assign and monitor tasks in systems like Xero and TaxPrep, ensuring timely completion and accuracy.
- Oversee the office’s IT and equipment inventory, including coordinating service requests and managing technology resources.
- Provide back-office support for accounts payable, including processing payments, reconciling vendor accounts, and preparing invoices.
- Track and manage office-related expenses, providing budget updates to the Director.
- Coordinate with the Director on cost-saving initiatives and vendor evaluations to optimize office operations.
- Assist in documenting and updating office policies, procedures, and manual

Qualifications:

- Proven experience (2-4 years) in office management, human resources, administration, or a related role.
- Strong organizational and problem-solving skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with office management tools and systems.
- Exceptional communication and interpersonal skills with the ability to maintain professionalism and confidentiality.
- Experience in a professional services firm or similar environment is preferred.
- Knowledge of basic bookkeeping or general accounting principles is an asset.

Core Competencies:

- Ability to manage multiple priorities and deadlines with a high degree of accuracy.
- Warm and approachable demeanor with a focus on delivering excellent service to clients and team members.
- Flexibility and adaptability to support the dynamic needs of the office and leadership team.
- Keen attention to detail and ability to identify opportunities for operational improvements.

**Job Types**: Full-time, Permanent

Pay: $47,000.00-$60,000.00 per year

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Tuition reimbursement
- Vision care
- Wellness program

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

**Experience**:

- Administrative experience: 2 years (required)

Work Location: In person