Corporate Operations Coordinator

Potentia Renewables Inc.; Toronto; Hybrid; CAD 70,000 - 75,000; Full time

Benefits offered by this job

Extended health and dental benefits

RRSP matching

Paid parental leave

Job summary

Potentia Renewables Inc. in Toronto, Ontario, is seeking a Corporate Operations Coordinator to drive Potentia’s office operations and provide executive support to the CEO, President and General Counsel.

The role owns calendar management, travel arrangements, meeting logistics, reception, mail, facilities, and vendor coordination. The ideal candidate is organized, discreet, client‑service oriented, and proficient with Microsoft 365.

Qualifications

• Experience managing executive calendars, travel, and correspondence with professionalism and discretion.
• Strong organizational skills with attention to detail across office operations and executive support.
• Proficiency with Microsoft 365 and willingness to learn internal systems (NetSuite, SharePoint).
• Professional, welcoming, service‑oriented approach to reception and executive-facing duties.
• Discretion in handling confidential corporate information.

Responsibilities

• Manage calendars, scheduling, and meeting coordination for the CEO, President & GC, resolving conflicts and prioritizing requests.
• Arrange travel (flights, hotels, itineraries) and process related expense reports.
• Coordinate logistics for executive and board meetings, including room setup and catering.
• Handle sensitive and confidential information relating to the executive team.

Skills

Executive calendar management

Office coordination

Discretion and confidentiality

Customer‑facing/ receptionist

Microsoft 365 (Outlook, Excel, Word)

Tools

Microsoft 365

Outlook

Excel

Word

NetSuite

SharePoint

Job description

Salary Range: $70,000.00 To $75,000.00 Annually

ABOUT US

Potentia Renewables Inc. (Potentia) is a Canadian, fully integrated developer, asset manager, and operator of renewable energy and energy storage facilities. Potentia manages over 1,500 MW of renewable energy assets across North America.

At Potentia, we’re not just a company; we’re visionaries in the renewable energy sector, dedicated to leading the way toward a sustainable future. Our journey, driven by a dynamic and entrepreneurial spirit, is guided by our unwavering commitment to excellence, passion, integrity and agility.

As leaders in renewable energy development, operations, and asset management, we are not only contributing to the present but also paving the way for a cleaner, more sustainable world for future generations.

Potentia is headquartered in Toronto, Ontario and wholly owned by Power Sustainable Capital Inc., an affiliate of Power Corporation of Canada.

POSITION

Corporate Operations Coordinator

REPORTING RELATIONSHIPS

As part of Potentia’s Corporate Operations team, this position reports to the Manager, Corporate Operations and has no direct reports.

ACCOUNTABILITIES AND KEY FUNCTIONS

The Corporate Operations Coordinator is the day-to-day engine of Potentia’s workplace and executive support: dedicated executive assistant to the CEO, President, and General Counsel, and owner of general office administration — reception, mail, facilities, supplies, and vendor coordination — for Potentia’s head office.

someone who is organized, discreet, and equally comfortable managing an executive’s calendar and keeping the office running smoothly. They bring strong judgment, follow-through, and a professional, service-oriented approach to both executive support and office operations.

Role & Responsibilities:

• Manage calendars, scheduling, and meeting coordination for the CEO, President & GC, resolving conflicts and prioritizing competing requests;
• Arrange travel (flights, hotels, itineraries) and process related expense reports;
• Coordinate logistics for executive and board meetings, including room setup and catering;
• Handle sensitive and confidential information relating to the executive team with a high degree of discretion;

Reception

• Open and secure the reception area on in-office days; greet employees, candidates, and visitors and direct them appropriately;
• Act as the first point of contact for general office inquiries, in person, by email, and by phone;
• Process incoming mail and courier deliveries: sort, scan, and distribute to recipients;
• Prepare outgoing mail and packages — waybills, labels, and postage — and maintain the Mail & Courier tracking log;
• Receive cheques from Accounts Payable, package and post them securely, and confirm any special mailing instructions before sending;
• Coordinate courier pickups and shipments (FedEx, Canada Post, Purolator, UPS) for business mail, employee gifts, and event materials;
• Maintain meeting rooms, the employee lounge and pantry, and office printers/equipment, coordinating vendor service calls as needed;
• Submit and track building/facilities service tickets with property management and follow up to resolution;
• Track pantry and stationery inventory; place and follow up on vendor orders; research and compare office vendors on price, quality, and service;

Corporate Records & Admin Filing

• Maintain organized digital and physical filing systems for corporate and administrative records (not confidential HR files, which People & Culture owns), including offsite records storage (e.g., Iron Mountain);
• Process monthly corporate credit card expense reports: reconcile statements against invoices/receipts and follow up on missing documentation;
• Maintain SOPs and checklists for Corporate Operations processes, partnering with the Manager, Corporate Operations on process quality;
• Perform Division Coordinator duties in NetSuite for all Corporate Operations vendors;

Staff Events

• Support the People & Culture team to execute logistics for town halls, social committee events, seasonal celebrations, and recognition programs — venue, catering, RSVPs, signage, and supplies.

KNOWLEDGE, SKILLS & ABILITIES

• Demonstrated experience managing executive calendars, travel, and correspondence with a high degree of professionalism and discretion;
• Strong organizational skills, high attention to detail, and comfort managing multiple concurrent priorities across office operations and executive support;
• Proficiency with Microsoft 365 (Outlook, Excel, Word) and willingness to learn internal systems (NetSuite, SharePoint, etc.);
• A professional, welcoming, service-oriented approach to reception and executive-facing duties;
• Discretion in handling confidential corporate, executive, and transaction-related information.

MINIMUM QUALIFICATIONS

• 3+ years of experience in an office coordination, administrative, or executive assistant role, ideally supporting senior leaders in a corporate environment.

COMPENSATION

• Base salary range: $70,000 to $75,000 CAD, commensurate with experience.
• Annual Bonus entitlement: up to 10% of base salary.
• Compensation will vary depending on experience and qualifications.

BENEFITS

• Extended health and dental benefits.
• RRSP matching program.
• Paid parental leave.

DIVERSITY & INCLUSION

Potentia Renewables is an equal opportunity employer committed to building a diverse and inclusive workplace. We welcome applications from individuals of all backgrounds and encourage candidates from underrepresented communities to apply.

AI IN OUR HIRING PROCESS

As part of our commitment to an efficient and fair recruitment process, Potentia may use artificial intelligence (AI) tools to help screen and assess applications. These tools support our team’s decision-making, and all final hiring decisions are made by people.

DEADLINE

Applications will be accepted until a qualified talent pool is compiled.