Office Administration Coordinator

Job Description
We are excited to welcome applications for the role of Office Administration Coordinator, based at our Project Engineering Office in Saint John, NB. This is an onsite, in‑person position that plays a vital role in keeping our operations running smoothly.

As a key partner to both leadership and employees, this role is central to ensuring our teams are supported, organized, and equipped to deliver on critical project and operational priorities. The Office Administration Coordinator is often the first point of connection helping facilitate communication, supporting leaders in their day‑to‑day needs, and creating an efficient, well‑coordinated environment for everyone.

If you thrive in a fast‑paced setting, enjoy being the go‑to person who keeps things moving, and want to be part of a team that makes a real impact across our operations, we'd love to hear from you.

Responsibilities

• Provide assistance in the day-to-day administration of the office
• Coordinate and schedule travel for the IFS Project Engineering Team
• Support the Senior Director of Engineering, multiple senior managers, project managers and staff
• Coordinate meetings & manage conference room calendars
• Coordinate, manage and execute events
• Prepare and/or proof correspondence, presentations and documents
• Manage telecommunications requirements for the Business Unit
• Work in Excel with intermediate level spreadsheet calculations
• Manage expense reporting
• Maintain accurate and up-to-date AFE document control
• Manage fleet vehicles
• Liaise and interact with other departments and divisions as necessary
• Create and coordinate requests concerning new hires, transfer employees and/or departures
• Manage office and meeting supplies
• Other duties and functions as required

Qualifications

• Completion of post-secondary education considered an asset
• Previous experience in an assistant position or related role
• Proficiency with the MS Office suite
• Excellent verbal and written communications skills
• Ability to appropriately multi task and prioritize in a fast-paced environment
• Proven ability to work with confidential information
• Strong attention to detail and accuracy
• Ability to work independently and with minimal direction

About Us
Founded in 1882, J.D. Irving, Limited (JDI) has operations in Canada and the United States and are a team of 20,000 dedicated employees. At J.D. Irving, Limited, you are part of a dynamic team of professionals who lead with integrity and are passionate about delivering results. With a culture that nurtures talent and creates an inclusive workplace, you can grow your career across our various operating divisions.

We are committed to creating accessible environments for our colleagues, candidates, and customers. Requests for accommodation due to a disability (which may be visible or invisible, temporary, or permanent) can be made at any stage of application and employment. We encourage candidates to make their accommodation needs known so that we can provide equitable opportunities.

Worried you do not meet all the requirements? Studies have shown that many applicants apply only to job opportunities when they feel they meet 100% of the criteria. We promote an inclusive environment where everyone is appreciated, recognized, and empowered to contribute fully. If you are interested in this position but are worried you did not meet all the requirements, we would encourage you to still apply.

We appreciate your interest in our company however only those candidates selected for an interview will be contacted.

About The Team
Irving Forest Services consists of a group of professionals that support the efficient operation of all the Pulp & Paper Division's facilities. From engineering to sales and customer service, the Irving Forest Services team is working on improving and modernizing the businesses. With over $1.1 billion being invested into our operations, we are investing in the next generation.