Office Coordinator

Wärtsilä Corporation; Halifax; Hybrid; CAD 42,000 - 54,000; Full time

Job summary

Wärtsilä Halifax is seeking an Office Coordinator for a 12-month fixed-term contract to ensure smooth day-to-day operations at our Halifax office. You will support reception, workplace services, facilities, internal communications, and employee engagement while coordinating vendor and site activities.

The ideal candidate is highly organized, service-oriented, proactive and capable of managing multiple priorities in a dynamic environment, with at least two years of related experience and strong

Qualifications

• Two (2) years of experience in office administration, coordination, or related role.
• Experience coordinating meetings, events, or workplace services is an asset.
• Proficiency with Microsoft Office applications and scheduling tools.

Responsibilities

• Serve as primary point of contact for employees, visitors, contractors, and vendors.
• Manage visitor registration, badge issuance, access credentials, and records.
• Support onboarding/offboarding, orientations, site access, and equipment coordination.
• Maintain a clean, safe, and well-organized reception and meeting room areas.
• Coordinate mail, supplies, records management, and document administration.
• Oversee mobile devices, telecommunications, inventory, and vendor coordination.
• Schedule meetings, arrange catering, coordinate events, and provide site support.

Skills

Strong communication skills

Customer service orientation

Organizational skills

Time management

Multitasking

Education

High school diploma or GED

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)

Job description

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Function: General Management & Administration

Job Category: Support Functions

Wärtsilä is an innovativetechnology company known forbeing a forerunner in the Marine and Energy markets. Every day, we – Wärtsilians - put our hearts and minds into turning Wärtsilä's purpose of enabling sustainable societies through innovation in technology and services into reality.Our ultimate aim isto provide increased value to bothour customers and society. New, game-changing ideas and continuous improvement have been part of our DNA since 1834. Together, we can create new business opportunities and more sustainable future that we can all be proud of. We want to transition the world towards a decarbonisedand sustainable future.By pushing the boundaries of engineering and technology, we can make it work. We are always on the lookout for future-oriented talent – want to join the ride?

Job Summary

As an Office Coordinator, you will play a key role in ensuring the smooth and efficient day-to-day operation of our Halifax office while delivering a professional, welcoming, and customer-focused experience for employees, visitors, contractors, clients, and other stakeholders. You will coordinate reception activities, workplace services, facilities support, internal communications, employee engagement initiatives, and operational support for Country Management Team.

This role serves as a central point of contact for the site and contributes to creating a safe, organized, and engaging workplace environment. The ideal candidate is highly organized, service-oriented, proactive, and able to effectively manage multiple priorities in a dynamic environment.

Please note that this opportunity is a 12-month fixed-term contract with a full-time, office-based work arrangement (5 days per week)

Main Responsibilities

• Serve as the primary point of contact for employees, visitors, contractors, vendors, and guests, delivering professional, welcoming, and customer-focused experience.
• Manage visitor administration and site access processes, including visitor registration, badge issuance, access credentials, security procedures, visitor records, directories, and access logs.
• Support in Canada onboarding and offboarding activities, including workplace orientations, site access, workspace readiness, equipment coordination, and related administrative support.
• Maintain a safe, professional, and functional workplace environment by overseeing the appearance and organization of reception areas, meeting rooms, common spaces, and office facilities.
• Coordinate office operations and administrative services, including mail and courier services, office supplies, workplace consumables, records management, document administration, and other daily operational requirements.
• Administer company mobile devices and telecommunications programs, including inventory management, distribution, user support, and vendor coordination.
• Coordinate meetings, executive visits, employee events, training sessions, and workplace activities, including scheduling, room reservations, catering, logistics, and site support.
• Support employee engagement, recognition, wellness, and workplace culture initiatives that contribute to a positive employee experience and organizational effectiveness.
• Coordinate internal communications, site-wide announcements, employee communications, and workplace information channels to support employee engagement and organizational awareness.
• Coordinate facility maintenance activities and workplace services, acting as the local liaison for vendors, contractors, property management, and external service providers.
• Monitor and coordinate facility inspections, repairs, preventive maintenance, and service activities, including HVAC, plumbing, electrical systems, cleaning services, security systems, and general building services.
• Support workplace safety, environmental, and compliance programs by coordinating safety orientations, emergency preparedness activities, inspections, drills, documentation, and required records.
• Maintain facility, safety, and compliance documentation, including inspection records, permits, certifications, contractor documentation, and regulatory requirements.
• Support workshop and operational compliance activities by coordinating inspections, maintenance schedules, safety documentation, equipment certifications, PPE monitoring, hazardous waste disposal, and vendor services as required.
• Provide administrative and operational support to local leadership, including reporting, purchase requests, vendor quotations, invoice coordination, special projects, and continuous improvement initiatives.
• Perform other duties, responsibilities, and special projects assigned by management to support business operations and organizational objectives.

About You:

To be successful in this role, you will have:

Education & Experience:

• High school diploma or General Education Development (GED) certificate.
• Minimum of two (2) years of experience in office administration, office coordination, reception, workplace services, facilities support, or a related role.
• Experience coordinating vendors, office operations, meetings, events, or workplace services is considered an asset.

Technical Skills:

• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to manage administrative systems, records, scheduling tools, and workplace-related documentation.
• Experience supporting mobile device administration, office technology, or workplace systems is considered an asset.

Core Competencies:

• Strong communication, interpersonal, customer service, and relationship-building skills.
• Excellent organizational, time-management, and multitasking abilities with strong attention to detail.
• Proactive, adaptable, and solution-oriented mindset with sound judgment and professionalism.
• Commitment to delivering a positive employee and visitor experience.

Additional Requirements:

• Ability to reliably commute to and work onsite at the Halifax office location five days per week.
• This role is based on site at the Halifax office and requires regular interaction with employees, visitors, contractors, and vendors.
• The position involves a combination of desk-based administrative work and movement throughout the office and workshop facilities.
• Frequent computer use and occasional standing, walking, bending, reaching, and lifting office supplies or materials may be required.
• Occasional lifting and carrying of materials, supplies, equipment, or packages up to 25 lbs. (11 kg) may be required.
• The ability to support meetings, workplace activities, site inspections, and facility-related tasks is required.

At Wärtsilä we value, respect and embrace all our differences, and are committed to diversity, inclusion and equal employment opportunities; everyone can be their true self and succeed based on their job-relevant merits and abilities. Please note that according to Wärtsilä policy, voluntary consent for a security check may be required from candidates being considered for this position, depending on the applicable country.

Wärtsilä is a global leader in innovative technologies and lifecycle solutions for the marine and energy markets. Our team of 18,300 professionals, in more than 230 locations in 77 countries, shape the decarbonisation transformation of our industries across the globe. Read more on www.wartsila.com.

Successful applicants must be authorized to work in Canada without sponsorship. Wartsila is committed to Employment Equity, supports diversity in the workplace, and encourages applications from all qualified individuals, including women, members of visible minorities, Indigenous persons, and persons with disabilities. If you require accommodation during the recruitment process, please let us know, and we will work with you to support your request. At Wärtsilä we value, respect and embrace all our differences, and are committed to diversity, inclusion and equal employment opportunities; everyone can be their true self and succeed based on their job-relevant merits and abilities. As part of the recruitment process, certain roles will be subject to pre-employment conditions, which can include - but are not limited to - reference checks, background screening (criminal record, education, and employment verification), fit-to-work medical assessments, and confirmation of eligibility to work in Canada.