Office Coordinator

Fragomen; Toronto; On-site; CAD 40,000 - 55,000; Full time

Job summary

Fragomen’s Toronto office is seeking an Office Coordinator to enhance client experience. The ideal candidate is highly organized and professional, with strong communication skills and at least one year of relevant experience. This full-time role focuses on administrative tasks and providing exceptional service, vital to Fragomen's office operations.

Qualifications

• 1+ year of experience in an office setting as an Office Coordinator or similar role.
• Experience in a law firm or professional services environment is an asset.
• First aid and Joint Health and Safety certification considered an asset.

Responsibilities

• Greet and welcome visitors, manage phone calls.
• Schedule training and conference room bookings.
• Support facilities management and maintain cleanliness of the office.

Skills

Communication

Attention to detail

Client service mindset

Adaptability

Education

High school diploma or college degree

Tools

Word

Excel

Job description

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Job Description

Fragomen’s Toronto office is seeking a highly organized and professional Office Coordinator to join their office services team. As the first point of contact for clients and visitors, the Office Coordinator plays a pivotal role in creating a positive and welcoming environment while providing exceptional customer service.

Fragomen’s exclusive focus on immigration means you will work in an exciting, ever-changing, and challenging atmosphere with people who are passionate about immigration. Providing world-class client service and industry-leading technology solutions, Fragomen helps our clients navigate the complex world of global immigration to achieve their goals.

How will you make a difference as an Office Coordinator at Fragomen?

• Greet and welcome visitors in a professional and friendly manner, directing them appropriately and announcing their arrival to staff.
• Manage incoming phone calls by answering, screening, forwarding calls, and providing general information as needed.
• Oversee scheduling of all training and conference room bookings using the office’s online calendar system.
• Monitor visitor access by maintaining the visitor logbook and supporting overall office security protocols.
• Provide general administrative support and assist with special projects, including receiving and processing packages, handling immigration mail (sorting, stamping, alphabetizing, and data entry), and managing incoming and outgoing mail and packages from multiple couriers to ensure timely and accurate delivery.
• Maintain cleanliness and organization of the office kitchen, including unloading the dishwasher and ensuring a tidy, welcoming environment.
• Support facilities management by assisting with the setting up of workstations and office spaces for new employees.
• Coordinate and set up daily breakfast service in the kitchen breakroom prior to staff arrival.
• Proactively maintain an organized inventory system and ensure prompt procurement of essential office materials.
• Provide administrative support in planning and managing office activities, schedules, and events.
• Provide remote admin support for Fragomen Canada’s Montreal office, including managing and organizing mail, sending out packages, and answering phone queries for Montreal staff.

Leverage your valuable skills and experience to make an impact at Fragomen:

• Strong Word & Excel experience needed.
• Excellent communication skills (both verbal & written).
• A client service mindset, attention to detail, and desire to achieve a high level of productivity.
• The ability to adapt and pivot in a fast-paced, high-volume environment.
• High school diploma or college degree preferred.
• At least 1 year of experience in an office setting as an Office Coordinator or in a similar role.
• Experience in a law firm or professional services environment is considered an asset.
• This role requires on-site presence at the Toronto office Monday through Friday from 8:30 AM to 5:00 PM, with flexibility to work overtime as needed.
• First aid and Joint Health and Safety certification is considered an asset.
• Proficiency in French is considered an asset.

All offers and employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process, which may include verifying identity, legal work authorization, and background checks.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Administrative

Industries

• Law Practice

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