Office Administrative Coordinator

Navacord; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a highly organized Office Administrative Coordinator to oversee all administrative functions in a dynamic office environment. This full-time in-office role requires a proactive individual capable of multitasking and ensuring adherence to company policies, particularly regarding health and safety. The successful candidate will serve as the first point of contact, manage office supplies, and provide essential administrative support to the corporate team. If you thrive in a fast-paced setting and are passionate about contributing to a positive workplace culture, this opportunity is perfect for you.

Benefits

Professional Development Courses & Designations

100% tuition re-imbursement

Hybrid remote work flexibility

Volunteer day for community service

Day off for your birthday

Qualifications

• 3+ years of office management experience required.
• Proficient in MS Office Suite with strong organizational skills.

Responsibilities

• Manage all administrative tasks and ensure smooth office operations.
• Coordinate office supply inventory and maintain a clean environment.

Skills

Office Management

Communication Skills

Organizational Skills

Interpersonal Skills

Attention to Detail

Tools

MS Office Suite

Job description

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• Professional Development Courses & Designations
• 100% tuition re-imbursement for business relevant courses and training
• Hybrid remote work flexibility
• A volunteer day to make a difference and give back to your community
• Vary days – including a day off for your birthday

POSITION OVERVIEW:

The Office Administrative Coordinator is responsible for managing all administrative and office support functions at Navacord. Reporting to the Executive Assistant to the President & CEO, this role plays a critical part in ensuring smooth daily operations and maintaining a positive workplace environment. The Office Administrative Coordinator will ensure adherence to company policies, particularly related to health and safety standards, while handling a broad range of clerical and administrative tasks. This is a full-time in-office role, located at 199 Bay Street, Suite 4100, Toronto, ON.

The ideal candidate will be highly organized, proactive, and capable of multitasking in a fast-paced environment to contribute to the efficiency and productivity of the office.

RESPONSIBILITIES:

OFFICE ADMINISTRATION:

• Serve as the first point of contact for all visitors, vendors, service providers, and building maintenance.
• Coordinate the visitor pass cards for all broker partner presidents and guests.
• Coordinate all permanent pass cards for full-time Navacord employees with the CEO’s EA.
• Coordinate service requests with building maintenance.
• Process all office-related invoices.
• Maintain a clean and organized office environment, including daily maintenance:

·Coffee machines – starting the machine and cleaning them daily, replenish milk as required.
·Replenish all refrigerators daily and with beverages.
·Stock copy room with paper and office supplies weekly.
·Ensure kitchens and kitchenettes are clean throughout the day and dishwashers are unloaded and loaded daily.

• Coordinate food and beverage orders with the CEO’s EA.
• Coordinate office supply inventory and procurement as required.
• Manage meeting room bookings through Outlook to avoid duplicate bookings.
• Act as fire warden to ensure the office facilities are in compliance with safety regulations and attend training as required.
• Manage incoming and outgoing mail and courier requests on behalf of the office.

ADMINISTRATIVE SUPPORT:

• Provide administrative support to Navacord corporate team, i.e., expense reconciliation, travel coordination, meeting coordination, and calendar management as required.
• Coordinate office catering for Navacord Corporate team and visitors.
• Work with the CEO’s EA to assist with coordinating all in-office events.
• Provide support to the EA team as required.
• Take on special projects and administrative tasks as needed to support the overall functioning of the corporate office.

REQUIREMENTS:

• 3+ years of building maintenance experience in an office setting.
• Ability to handle office management issues professionally and take initiative when necessary.
• Professional demeanor and business attire.
• Excellent ability to communicate effectively, both in oral and written form.
• Strong interpersonal skills with the ability to build effective working relationships with all levels of the organization and with external stakeholders.
• Diplomatic with the ability to exercise confidentiality.
• Strong organizational skills that reflect the ability to perform and prioritize multiple competing tasks seamlessly.
• Strong attention to detail and ability to work in a fast-paced/team environment with excellent organizational skills.
• Team player, willing and able to adapt to change.
• Proficient in MS Office Suite (Word, PowerPoint, Excel).

Navacord is actively committed to support diversity, equity, and inclusion. We serve and recognize and respect human differences and similarities. We value the diversity of people and actively encourage women, indigenous peoples, members of visible minorities, people with disabilities, and lesbian, gay, bisexual, transgender, and queer (LGBTQ2+) persons to apply. We are committed to providing accommodation upon request for applicants and employees with disabilities. If you require accommodation, we will work with you to meet your needs.

Seniority level

Associate

Employment type

Full-time

Job function

Administrative

Industries

Insurance