Office Administrator/Facilities Coordinator

Kingsdale-Advisors; Toronto; On-site; CAD 50,000 - 60,000; Full time

Job summary

WeShall Investments in Toronto, ON is seeking an Office Administrator/Facilities Coordinator to keep our local office welcoming, organized, and productive. You will report to the Head of Human Resources and support day-to-day operations, vendor relationships, and logistics for meetings and events.

This full-time, in-office role runs Monday to Friday, 8:30 AM to 5:00 PM, with a salary range of $50,000 to $60,000.

Qualifications

• Experience managing office operations, supplies, and vendor relationships.
• Strong organizational and multitasking abilities in a fast-paced environment.
• Excellent verbal and written communication with a professional demeanor.
• Ability to work independently and as part of a team.
• Discretion handling confidential information.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Able to perform light physical duties and assist with office setup when needed.

Responsibilities

• Perform general office organization, upkeep, and reception duties.
• Coordinate with vendors for maintenance, cleaning, and supplies.
• Manage office supplies inventory and reordering.
• Organize meetings, meals, events, and workplace activities.
• Welcome visitors and maintain a professional reception area.
• Process expense reports with receipts.
• Support onboarding and offboarding processes for staff.
• Assist senior leadership and provide ad hoc admin support.
• Prepare meeting rooms with equipment and materials.
• Assist with employee engagement initiatives.

Skills

Attention to detail

Organizational skills

Time management

Multitasking

Communication skills

Independent work

Team collaboration

Discretion

Vendor coordination

Expense reporting

Tools

Microsoft Office Suite

Job description

Company Overview

WeShall Investments is a premier mid-market private equity firm with a diverse portfolio of investments across Canada, the United States, and the Caribbean. Headquartered in Toronto, the firm partners with exceptional entrepreneurs and high-potential businesses by providing strategic capital, operational expertise, and valuable industry connections to drive sustainable growth and long-term success. Guided by its core values of diversity, integrity, collaboration, and excellence, WeShall Investments is committed to creating both strong financial returns and meaningful social impact by expanding access to opportunity, supporting innovative businesses, and fostering positive change in the communities it serves.

Position Overview

The Office Administrator/Facilities Coordinator plays a key role in ensuring the smooth day-to-day operation of the office by providing comprehensive administrative and facilities support. Reporting to the Head of Human Resources, this position is responsible for creating a welcoming, well-organized, and productive workplace environment for employees, clients, and visitors. With a strong focus on organization, service, and attention to detail, this role serves as a key point of contact for office operations and helps foster a positive workplace culture.

Location: Toronto, ON; In-office

Work Schedule: Monday - Friday, 8:30 AM - 5:00 PM

Position: Full-time, permanent

Salary Range: $50,000 - 60,000

Responsibilities & Key Duties

• Perform general office cleaning, organization, and upkeep, including maintaining the exterior appearance of the building to ensure a safe, professional, and welcoming environment.
• Coordinate with external vendors and service providers for maintenance, repairs, cleaning services, and office supplies, ensuring timely and cost-effective support.
• Manage office supply inventories, including ordering, receiving, and replenishing materials as needed.
• Organize and coordinate office lunches, meetings, employee events, and other workplace activities, ensuring all logistical requirements are met.
• Welcome and assist visitors, clients, and employees in a professional, courteous, and friendly manner.
• Maintain a clean, organized, and inviting reception area that creates a positive first impression.
• Purchase groceries, snacks, coffee/tea, and other office necessities for daily office operations, meetings, and events.
• Receive, sort, and distribute incoming mail and packages, and coordinate outgoing shipments and courier services.
• Process and submit expense reports, ensuring receipts and supporting documentation are accurate and submitted within required timelines.
• Provide general administrative support to the team, assisting with ad hoc projects and office-related tasks as required.
• Prepare meeting rooms by ensuring furniture, equipment, technology, and materials are set up and ready for use.
• Support the onboarding process for new employees, including workstation setup, equipment coordination, and ensuring required supplies and resources are available.
• Assist with employee offboarding by coordinating the return of company property and preparing workspaces for future use.
• Identify opportunities to improve employee experience and office effectiveness.
• Provide administrative and operational support to senior leadership as required, demonstrating professionalism, discretion, and strong judgement.
• Support employee engagement initiatives and workplace experience programs that contribute to employee satisfaction and team culture.

Qualifications & Attributes

• Exceptional attention to detail and commitment to maintaining high standards in both administrative and facilities-related responsibilities.
• Strong organizational, time-management, and multitasking skills, with the ability to effectively prioritize competing responsibilities.
• Professional verbal and written communication skills, with strong customer service orientation.
• Creative thinker with a resourceful and proactive approach to projects, problem-solving, and continuous improvement.
• Eager to learn and adaptable, with the ability to thrive in a fast-paced entrepreneurial environment.
• Strong interpersonal skills with the ability to build trust and credibility across all levels of the organization while maintaining confidentiality and exercising sound judgment.
• Open to feedback, committed to continuous improvement, and willing to adapt work approaches based on changing business needs.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and common office technology and software applications.
• Dependable, professional, and capable of handling sensitive and confidential information with discretion.
• Ability to work independently while also collaborating effectively within a team environment.
• Ability and willingness to perform light physical duties and support facilities-related responsibilities, including office setup, inventory management, facilities maintenance, general upkeep, and light cleaning, to ensure a clean, organized, and professional workplace.
• Experience managing office operations, including supplies, vendor relationships, mail distribution, and expense reporting is considered an asset.
• Comfortable supporting senior leaders, managing multiple competing priorities, and proactively responding to the evolving needs of a growing organization.

Thank you for your interest in joining WeShall Investments. We appreciate the time and effort invested in every application; however, only candidates whose qualifications most closely match the requirements of the role will be contacted for an interview.