Office Coordinator

ABOUT THE ORGANIZATION Our client is a global, privately held organization operating in the life sciences sector, driven by innovation and a strong commitment to improving patient outcomes. With a solid scientific foundation and a focus on developing specialized therapies for unmet medical needs, the organization combines scientific rigor with a people-centered culture. The company is establishing a new Canadian affiliate in Mississauga, Ontario. This represents a key phase of growth and offers a unique opportunity to join a foundational team, contribute to the setup of local operations, and help shape the culture and long-term success of the Canadian organization. Core values include a strong focus on people, quality, integrity, collaboration, and continuous improvement. JOB PURPOSE The Office Coordinator plays a key role in ensuring the smooth day-to-day operations of the office. This position provides administrative and operational support across the workplace, supports Environmental Health & Safety (EHS) activities, assists Human Resources with onboarding and recruitment administration, and manages mail, courier, and logistics services. This is an office-based role reporting to the Senior Director, Human Resources. The ideal candidate is highly organized, proactive, service-oriented, and comfortable working in a growing, fast-paced environment. KEY RESPONSIBILITIES Office Operations Serve as the first point of contact for employees, visitors, and vendors; greet guests and maintain visitor logs. Provide reception support, including answering, directing, and monitoring incoming phone calls and ensuring timely responses to inquiries. Support the company through an office buildout or expansion in partnership with the Senior Director, HR and project managers, assisting with logistics coordination, vendor communication, and ensuring workspace readiness throughout key project phases. Maintain a clean, organized, and professional office environment, including meeting rooms, common areas, kitchen and supply rooms. Manage office supplies, equipment, and inventory; coordinate ordering and purchases as needed. Coordinate catering for meetings, events, and employee functions, including vendor selection, ordering, setup, and cleanup. Support scheduling and setup of meetings, events, and conference rooms. Coordinate building access badges and general facilities requests. Liaise with property management and external vendors for maintenance, repairs, cleaning, and office services. Environmental Health & Safety (EHS) Support implementation of EHS policies, procedures, and compliance programs in alignment with Ontario’s Occupational Health and Safety Act (OHSA), related regulations, and applicable Canadian federal safety requirements. Assist in maintaining documentation and practices that support legislative compliance, including workplace inspections, hazard reporting, training records, and emergency procedures. Conduct routine safety inspections of shared spaces and coordinate corrective actions. Assist with emergency preparedness, including maintaining safety equipment, updating evacuation plans, and organizing safety drills. Track and report EHS metrics, training completion, and incident documentation, as required Serve as a point of contact for employees with safety questions or concerns and help direct issues to the appropriate internal or external resources. HR & Communications Support Assist the HR team with administrative tasks related, but not limited, to: Recruitment, such as scheduling interviews, posting job openings, and managing candidate documentation. Onboarding activities, including preparing welcome materials, ordering and distributing new hire swag, coordinating orientation schedules, and ensuring new hires have equipment and workspace ready on day one. Offboarding logistics Employee File Management Employee engagement initiatives, celebrations, and wellness activities. Support creation and distribution of company-wide communications as required, in partnership with the Senior Director, HR. HR & Communications Invoice management Act as the primary COSMOS affiliate trainer and system co-manager, assigning policies, SOPs and other training to employees, tracking status, and producing reports as required. Will also partner with subject matter experts to update resources in the platform, with support from Global, as required. Courier, Mail, and Logistics Manage incoming and outgoing mail, packages, and courier services. Coordinate shipments, track deliveries, and ensure timely distribution to employees. Maintain relationships with courier vendors and support occasional logistics needs (e.g., equipment returns, special shipments). Work closely with the IT team to coordinate equipment distribution, collection, and inventory (laptops, monitors, peripherals, etc. Other Demonstrate the company’s Values and Way of Working, as well as comply with company policies, procedures, and codes of conduct, all applicable Canadian laws and industry regulations governing pharmaceutical operations, including but not limited to Good Manufacturing Practices (GMP), Good Clinical Practices (GCP), health and safety requirements, ethical standards, data privacy legislation, and any relevant Health Canada guidelines. Maintain the highest standards of integrity, documentation accuracy, and regulatory compliance in all activities. QUALIFICATIONS Education: Completion of a post-secondary diploma or certificate in Office Administration, Business Administration, or a related field is preferred. An equivalent combination of education and relevant administrative experience may be considered. Experience : Previous experience in office coordination, administration, facilities, or a similar role. Experience in a pharmaceutical company or start-up an asset. Familiarity with basic HR and recruitment processes an asset. Skills / Competencies: Strong organizational and multitasking abilities with excellent attention to detail. Adaptable in a fast-paced environment Proactive problem-solving Reliable and demonstrated follow-through Effective verbal and written communication skills. Customer-focused attitude, with high level of professionalism and discretion Collaborative team player with the ability to work independently. Proficiency with office software (e.g., Microsoft Office) and comfort working with IT systems. Ability to maintain confidentiality, especially when handling HR-related information. Knowledge of Ontario’s Occupational Health and Safety Act (OHSA), WHMIS requirements, and general Canadian workplace safety expectations is an asset (training can be provided). OTHER REQUIREMENTS English required; French is an asset. Acts as backup for the Executive Assistant when required. Role requires discretion and handling of confidential information. Thank you in advance for your interest, only individuals deemed to have the skill set and experience to fit the role will be contacted. Applicants must be legally entitled to work in Canada without sponsorship. We are equal opportunity and affirmative action employers that do not discriminate on the basis of race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, or veteran status, or any other characteristic protected by local, state, provincial or federal laws, rules, or regulations. Our policy applies to all terms and conditions of employment. Accommodation is available for applicants with disabilities upon request. Follow us on LinkedIn