Administrative Coordinator

POI is a workplace solutions company which focuses on creating spaces people want to go to.

About POI Relocation Services

POI's Relocation Services Team delivers seamless move management, decommissioning, and workplace transition solutions for leading organizations across North America. Working alongside POI's furniture and Connected Solution Teams, the Relocation Team ensures every project is executed with precision, care, and a strong focus on client satisfaction and sustainability. Our team manages relocation projects from planning to close-out. Coordinating multiple partners, vendors, and schedules, while ensuring that all documentation and communication remain clear, timely, and accurate. We are a fast-paced, collaborative group that values teamwork, organization, and a commitment to excellence.

Position Summary

Under the direction and guidance of the Director of Relocation Services, the Administrative Coordinator plays a key role in supporting the Relocation Team by managing the administrative flow of project documentation, from approved quotations through to invoicing. This role ensures accuracy, timeliness, and completeness of all project-related paperwork, from client quotations, vendor purchase orders, order conversion, and final invoicing. The Administrative Coordinator will collaborate closely with the team's Project Managers and other internal POI support teams to maintain seamless project administration and ultimately client satisfaction.

Competencies

• Organization and Time Management
• Multi-tasking and Flexibility
• Strong Communication and Attention to Detail
• Teamwork and Collaboration
• Professionalism and Discretion

General Responsibilities

Project Based:

• Provide administrative support to the Relocation Project Managers and related vendors throughout all project phases, from initiation to close-out
• Utilize project and process checklists when reviewing documentation from the Project Managers, related vendors and partners, to ensure accuracy and completeness
• Process project documentation, including approvals, purchase orders, change orders, and close-out documentation
• Maintain organized and detailed project files, which may include related communications, decisions, revisions, and financial documentation
• Support project close-out procedures, ensuring all deliverables are met prior to invoicing
• Monitor project timelines to ensure administrative milestones (approvals, PO issuance, invoicing) are completed promptly

Meetings and Collaboration:

• Participate in regular project review meetings with Relocation Project Managers and at times, vendor partners
• Attend departmental meetings to contribute to process improvements and operational efficiency
• Collaborate with internal teams such as Order Entry, Accounts Payable, and Accounting to support the invoicing cycle
• Perform other duties as assigned to support the department's objectives and success
• Support departmental initiatives related to Health & Safety, including quarterly reviews of POI's Health and Safety Policy

Your Skills and Experience

• Minimum 5 years' experience in Sales Administration or Project Coordination, ideally within the corporate furniture, interiors, or related industry
• Prior experience with furniture dealer or relocation operations is an asset
• High School Diploma required; post-secondary education in Business Administration or a related field preferred
• Proficient in Hedberg and Microsoft Office Suite (Excel, Word, Outlook)
• Strong interpersonal skills with the ability to interface professionally with internal and external partners
• Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Demonstrated problem-solving skills and a commitment to continuous learning
• Familiarity with POI's Order Fulfillment Process or similar workflow systems preferred

Work Conditions

• POI's working environment is supportive of employee wellbeing, encourages collaboration and promotes continuous improvement on an individual and organizational basis
• Available to resolve issues as they arise during regular hours of afterhours when required
• Based out of POI's LivingLAB – Toronto, Ontario

What We Offer

• Talent experience that empowers our people with unlimited opportunities to do meaningful work and to grow, learn and lead at every point in their career
• Newly designed offices that offer unique workspaces that strengthen connections and inspire innovative ways of working
• Competitive salary with benefits
• Flex hours and Hybrid Work Office/Home

Start your application

We'd like to find out a little more about what makes you tick, so we've put together a fun and short survey called the Culture Index. There are no wrong or right answers. This process, in addition to your resume, enables us to determine the fit for the role before you commit valuable time to the interview process.

To complete the survey, copy and paste this url into your browser:

and select the position you are applying for.

Only those applicants under consideration will be contacted. Please accept our utmost appreciation for your interest. POI is an Equal Employment Opportunity employer. Employment decisions are based on merit and business needs, and not on race, colour, age, sex, gender, sexual orientation, national origin, religion, marital status, medical condition, physical or mental disability. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Job Types: Full-time, Permanent

Benefits:

• Casual dress
• Company events
• Company pension
• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Profit sharing
• Tuition reimbursement
• Vision care
• Wellness program
• Work from home

Work Location: Hybrid remote in Toronto, ON M2H 3S8