Office Coordinator

Fragomen; Toronto; On-site; CAD 45,000 - 55,000; Full time

Job summary

Fragomen’s Toronto office seeks a highly organized Office Coordinator to be a point of contact for clients and visitors. Key duties include managing calls, overseeing scheduling, and supporting various administrative tasks. The role requires strong communication skills, attention to detail, and at least one year of relevant office experience.

Qualifications

• At least 1 year of experience as an Office Coordinator or similar role.
• Experience in a law firm or professional services environment is an asset.
• Proficiency in French is considered an asset.

Responsibilities

• Greet and welcome visitors professionally.
• Manage incoming phone calls and direct them as needed.
• Provide administrative support and assist with special projects.
• Coordinate daily breakfast service.

Skills

Communication skills

Attention to detail

Client service mindset

Word

Excel

Education

High school diploma or college degree

Job description

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 to navigate the complex world of global immigration to better 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 appropriate 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 on an ongoing basis
• Provide remote admin support for Fragomen Canada’s Montreal office including but not limited to managing and organizing mail, sending out packages, 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/or employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position's location, and conducting a comprehensive background check, where permitted by local regulations.