Office Coordinator

Ingenuity; Oakville; On-site; CAD 50,000 - 65,000; Full time

Benefits offered by this job

Full benefits

Job summary

Ingenuity Development in Oakville, ON is seeking a full-time Office Coordinator to support the efficient operation of our Oakville head office. This hands-on role reports to the Human Resources Leader and offers a competitive salary plus full benefits.

You will manage day-to-day administration, coordinate HR tasks, IT/telephony liaison, and help with insurance, fleet, and safety programs. The ideal candidate has 3–5 years of relevant experience and strong organizational and communication skills.

Qualifications

• Three to five years of experience in office administration, office coordination, human resources support, or operations support.
• Post-secondary certificate, diploma, or degree in office administration, business administration, human resources, or a related field would be an asset.
• Strong organizational, prioritization, and time management skills.
• Excellent verbal and written communication skills.
• Current valid driver's license and ability to travel occasionally.

Responsibilities

• Answer general telephone inquiries professionally and direct inquiries to the appropriate team members.
• Greet clients, suppliers, and visitors in a professional and welcoming manner.
• Prepare correspondence, reports, and presentations as required.
• Coordinate day-to-day office operations, including supplies, facility maintenance, and inventory.
• Support HR in maintaining personnel files and onboarding for new employees.
• Coordinate administrative aspects of employee engagement initiatives and appraisal processes.
• Maintain Health & Safety training records and coordinate with partners to schedule trainings.
• Coordinate insurance policies, fleet records, and telephony services.
• Provide limited executive support, including scheduling meetings and drafting correspondence.

Skills

Office admin

Organizational skills

Communication

MS Office

Education

Post-secondary certificate in office administration

Tools

Microsoft 365

Job description

Looking for an exciting opportunity in Office Administration?

Are you a people person who thrives in a dynamic environment? Do you excel at juggling multiple tasks and providing exceptional administrative support? If you have a knack for keeping things organized and running smoothly, we want to hear from you!

We are looking for a full-time Office Coordinator to support the efficient operation of our Oakville head office. This role reports directly to the Human Resources Leader and offers a competitive salary plus full benefits.

ABOUT US:

Ingenuity Development is an established general contractor, design-builder, and construction manager that has earned a reputation for integrity and quality construction. Opened in 2007 by our three principals, Mario, Peter, and Matthew, Ingenuity is known for bringing a passion for craftsmanship and a relationship-focused approach to commercial construction projects.

Our secret to success is simple: hire great people and trust them to excel in their roles while continuously improving how we deliver results. Here's the formula: Happy Team = Happy Clients.

ABOUT THE ROLE:

The Office Coordinator supports the efficient day-to-day operation of our Oakville head office and provides administrative coordination across several areas of the business. Reporting to the Human Resources Leader, this is a hands-on role for a detail-oriented, organized, and dependable professional who can manage competing priorities, exercise discretion, and follow tasks through to completion.

Key Responsibilities:

Office Administration and Operations:

• Answer general telephone inquiries professionally and direct inquiries to the appropriate team members.
• Greet clients, suppliers, and visitors to the organization in a professional and welcoming manner.
• Prepare correspondence, reports, and presentations as required.
• Coordinate day-to-day office operations, including office supplies, facility maintenance, and inventory, to ensure the office remains well-stocked, organized, and operational.
• Support field staff by coordinating supplies and assisting with field office administrative requirements.
• Maintain organized filing systems, documentation, and administrative records.
• Coordinate internal and external events, including meetings and conferences.
• Identify and recommend improvements to office procedures and implement approved changes.
• Obtain quotes, prepare cost comparisons, coordinate supply requisitions, and assist with tracking office-related expenses.

Human Resources and Departmental Support:

• Support HR in maintaining personnel files and coordinating onboarding and orientation for new employees.
• Assist with the administration, communication, and ongoing maintenance of HR policies and procedures under the direction of the Human Resources Leader.
• Coordinate the administrative aspects of employee engagement initiatives, annual appraisal processes, and engagement surveys.
• Provide administrative support to department leaders on HR, H&S, and cross-functional initiatives.

Health & Safety Compliance:

• Coordinate with Health & Safety partners to support the maintenance of the H&S Management program and ensure required materials are current and posted in the office and applicable site trailers.
• Maintain accurate company-wide Health & Safety training records on Safety Loop.
• Assist the HR Leader in coordinating with Health & Safety partners and Department Leaders to schedule required employee training in a timely manner.

Insurance and Fleet Management:

• Coordinate the administration and renewal of business and project insurance policies.
• Coordinate insurance claims documentation and support the timely reporting of accidents and injuries in accordance with established procedures.
• Maintain records relating to fleet vehicle registrations, insurance, and driver documentation.

IT and Telephony:

• Act as a liaison for all technology, coordinating with IT to ensure timely resolution of any technology-related issues.
• Be the point of contact for telephony services. Work closely with the provider to maintain accurate records of phone lines, renewals, and equipment.

Cross-Functional Support:

• Provide limited executive support, including scheduling meetings, drafting correspondence, and assisting with key initiatives as needed.

ABOUT YOU:

You are Perfect for this Role Because You Have:

• Three to five years of experience in office administration, office coordination, human resources support, or operations support.
• A post-secondary certificate, diploma, or degree in office administration, business administration, human resources, or a related field would be an asset.
• Strong organizational, prioritization, and time management skills.
• A strong commitment to providing excellent service to internal and external clients.
• Excellent verbal and written communication skills.
• High degree of professionalism, reliability, discretion, and dependability.
• Enthusiastic self-starter with a proactive, solutions-oriented approach to work.
• Current valid driver's license and the ability to travel occasionally.
• Proficient in all Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to manage multiple priorities, meet deadlines, and coordinate activities in a fast-paced environment.

Salary Range:

$50K - $65K

Location:

We are located at 2275 Upper Middle Road East, Suite 601, Oakville, ON L6H 0C3. Our office is easily accessible from the 403 and 407.

JOIN OUR TEAM

We're always looking for Project Managers, Site Superintendents, Estimators, and Project Coordinators. Please submit your resume by email for our consideration.

905-569-2624

[e-mail]

Ingenuity builds more than just projects - we build trust, partnerships, and lasting value that stands the test of time.

Ingenuity Development Inc. 10 subscribers