Office Coordinator

Sodexo Canada Ltd; Mississauga; On-site; CAD 28,000 - 40,000; Full time

Benefits offered by this job

Health and Dental Insurance

Free Parking available

Countless opportunities to grow within

Full training provided

Job summary

Sodexo Canada Ltd is seeking an organized Office Coordinator for our Mississauga site. You will be the first point of contact for employees and visitors, coordinate facilities, security, and office operations, and support meetings, events, and vendor coordination.

The role involves managing supplies, catering, onboarding readiness, and administrative tasks within a dynamic, service-oriented environment.

Qualifications

• Experience in office administration or reception.
• Strong verbal and written communication skills.
• Excellent organizational abilities and multitasking capability.
• Proficiency with Microsoft Office (Outlook, Word, Excel).

Responsibilities

• Serve as first point of contact for employees and visitors, ensuring professional and courteous service.
• Coordinate facilities service requests, manage access badges, and support site security and safety procedures.
• Set up meeting rooms and coordinate events, catering, and room layouts.
• Coordinate shipping, receiving, vendor visits, and material deliveries; track items and resolve discrepancies.
• Provide administrative and financial support, invoice processing, and utility data entry.

Skills

Communication

Organization

Customer service

MS Office

Tools

Outlook

Word

Excel

Job description

• Compensation: up to CAD 25 - hourly

Company Description

Sodexo is seeking an organized, service-oriented Office Coordinator to support the day-to-day operations of the site in Mississauga.

This role serves as the first point of contact for employees and visitors while coordinating office services, facilities requests, site access, meeting arrangements, deliveries, and general administrative activities. Working closely with the Site Operations Manager, property management, vendors, and internal departments, the Office Coordinator helps maintain a safe, welcoming, well-organized, and efficiently operated workplace.

The ideal candidate is dependable, detail-oriented, professional, and comfortable managing a variety of responsibilities throughout the day.

What Makes Sodexo Different:

Working with Sodexo is more than a job; it’s a chance tobe part of something greater. You’ll belong in a company and team that values you foryou;you’ll act with purpose and have an impact through your everyday actions; and you’ll be able to thrive in your own way. In addition, we offer:

Flexible and dynamic work environment.

Competitive compensation.

Access to ongoing training and development programs.

Job Description

Reception and Visitor Services

Serve as the first point of contact for employees, visitors, and guests, providing professional and courteous service.

Register visitors, notify hosts upon arrival, and communicate basic site safety and security requirements.

Maintain a professional appearance and business-casual dress standard.

Facilities Coordination and Site Security

Coordinate facilities service requests with management and vendors, including repairs, maintenance, alarms, and fire safety matters.

Assist with coffee machines and water filtration systems by coordinating service calls and following up on repairs.

Work with Corporate Security to coordinate employee access badges, fobs, and controlsincluding approved early or late access arrangements and access to onsite gym amenities.

Complete required site Emergency Action Plan and evacuation training, and follow established emergency procedures.

Office Operations, Meetings, and Events

Maintain office supplies and inventory in accordance with agreed levels and reorder items as needed.

Coordinate office lunches, catering deliveries, and employee events, including catering orders, setup requirements, and cleanup arrangements.

Verify catering deliveries against confirmed orders, including quantities, menu items, and special dietary meals; document discrepancies and follow up with vendors.

Set up meeting rooms and event spaces according to schedules and setup requirements, including furniture arrangements and room changes between meetings.

Coordinate with the cleaning team to complete at least one weekly office reset, ensuring meeting rooms and shared spaces are clean, organized, and ready for use.

Coordinate new employee workplace readiness, including workstation preparation, office supplies, welcome items, IT coordination, and badge or access arrangements.

Shipping, Receiving, and Vendor Coordination

Coordinate incoming and outgoing courier deliveries, internal mail distribution, and outbound shipments.

Track shipments, direct deliveries to the appropriate recipients, and follow up on delayed, missing, or incorrectly delivered items.

Schedule vendor visits and coordinate access and site requirements with the Site Operations Manager.

Administrative and Financial Support

Review FedEx invoices and supporting shipment information, identify appropriate departments and cost allocations, and complete invoice coding according to established Finance procedures.

Follow up on missing information, invoice discrepancies, and outstanding administrative items.

Support Finance and Commercial Operations with administrative tasks and projects appropriate to the role.

Enter and verify water, electricity, and natural gas information in the site utility reporting system, following training and established procedures.

Assist with invoice tracking, inventory reviews, and approved disposal requests with the relevant departments and service providers.

Maintain accurate records, complete assigned checklists and trackers, and provide timely updates on outstanding items.

Attend the site training as directed and perform other related duties as assigned.

Qualifications

Previous experience in office administration, reception, customer service, office coordination, or a similar role.

Strong verbal and written communication skills, with a professional and service-oriented approach.

Good organizational skills and the ability to manage multiple tasks, deadlines, and changing priorities.

Working knowledge of Microsoft Office applications, particularly Outlook, Word, and Excel.

Comfortable using digital systems, maintaining records, processing invoices, and following established procedures.

Physical ability to complete meeting room setup changes based on requests, including moving tables and chairs and returning rooms to their original setup in a fast-paced environment.

Strong attention to detail when checking deliveries, invoices, access records, and administrative documentation.

Schedule: Monday to Friday, from 8:00 a.m. to 4:30 p.m.

25/hr

Additional Information

BENEFITS

• Health and Dental Insurance
• Free Parking available
• Countless opportunities to grow within the company.
• Full training provided.

Sodexo is committed to Employment Equity and Diversity. We do not discriminate against any employee or applicant for employment because of national origin, race, religion, ethnic group, age, disability, gender, sexual preference, sexual or gender identity, status as a veteran or any other federal, provincial or local protected class.

We welcome and encourage applications from people with disabilities.Accommodation is available on request from candidates taking part in all aspects of the selection process.

Sodexo is committed to providing a safe and healthy working environment for our team members, customers, clients, contractors, business partners, guests, and members of the public with whom we regularly interact. We require that all new hires in hospitals, long term care facilities, and senior homes to be fully vaccinated against COVID-19 and may require any other new hires to be fully vaccinated based on the location and scope of their employment.