Office Coordinator (Toronto)

National Film Board of Canada; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

A national film organization in Toronto seeks an Office Coordinator to manage day-to-day operations, provide administrative support, and facilitate interdepartmental communications. The ideal candidate has a college diploma in administration and at least three years of relevant experience, along with proficiency in Microsoft Office 365. The role includes primary contact for office needs and first-line IT support.

Qualifications

• Minimum of three years of experience in a similar position or equivalent combination of training and experience.
• Experience managing physical office spaces and acting as liaison with landlords and vendors.
• Ability to lift and move heavy objects while following safety rules.

Responsibilities

• Supports day-to-day operations of the NFB’s offices.
• Acts as primary contact for office-related needs across units.
• Provides first-level IT support, especially for Office 365 applications.

Skills

Customer service orientation

Attention to detail

Interpersonal skills

Initiative and autonomy

Education

College diploma in administration or related field

Tools

Microsoft Office 365 (Outlook, Excel, Word, SharePoint, Teams)

Job description

SUMMARY OF DUTIES

The Office Coordinator supports the smooth day-to-day operations of the NFB’s offices and provides assistance to all departments on-site. The role encompasses office coordination, interdepartmental communications, administrative and logistical support, project-submission logistics, health and safety, accessibility accommodations and first-line IT support. The incumbent acts as a central point of contact to ensure consistency, efficiency and collaboration across units and locations.

Main Responsibilities

• All departments in location : Ensures that workspaces are organized, functional, safe and adequately resourced to meet the needs of all departments on-site.
• Acts as the primary contact point for office-related needs across units, liaising with landlords, staff, freelancers and external vendors to ensure smooth operations.
• Maintains shared spaces, including kitchens and common areas, and manages mail, plants and office supplies.
• Ensures smooth front-of-office operations, including visitor reception, doorbell response and key-card distribution.
• Assists with health and safety procedures, including acting as Fire Warden, Lockdown Lead and First Aid Officer.
• Helps to coordinate accessibility accommodations in office spaces and events.
• Provides first-level IT support, especially for Office 365 applications (Outlook, SharePoint, Teams, etc.).
• Conducts regular visits to the secondary office (every 2 months) to ensure consistency of standards and operations.

Production Unit

• Manages the general inbox of the production unit and handles filmmaker communications for events and engagements.
• Coordinates and tracks project submissions; schedules submission meetings and supports communication of outcomes.
• Provides general administrative support (travel bookings, expense processing, purchase orders, vendor relations) to ensure efficient operations across the offices.
• Supports the Executive Producer through calendar management, meeting organization, SharePoint maintenance and internal reporting.

Distribution, Marketing & Communications Team

• Assists with event logistics such as set-up, guest lists, RSVPs, ticketing and on-site support.
• Coordinates shipping, ordering and inventory of promotional materials, signage and event supplies.
• Processes purchase orders and expenses to support campaigns and events.
• Provides reporting and data tracking (audience metrics, event participation, campaign outcomes) for the Director, Audience Engagement & Education.
• Supports communications flow by scheduling team meetings, preparing briefing materials and maintaining shared project calendars.
• Provides support for press and partner relations by preparing and distributing media kits and accreditation lists.
• Acts as point of contact for internal teams to troubleshoot last-minute needs during launches, festivals and education events.

REQUIRED TRAINING, KNOWLEDGE AND EXPERIENCE

• College diploma in administration, office management or related field;
• Minimum of three (3) years of experience in a similar position, or equivalent combination of training and experience;
• Experience managing physical office spaces and acting as liaison with landlords and vendors;
• Ability to lift and move heavy objects while following safety rules for their handling and transport;
• Ability and willingness to travel to a secondary office on a monthly basis;
• Proficiency in Microsoft Office 365 (Outlook, Excel, Word, SharePoint, Teams);
• Experience supporting project-based or creative teams considered an asset.

SKILLS REQUIRED

• Initiative, autonomy, strongly oriented toward customer service and collaboration;
• Attention to detail, ability to prioritize simultaneous requests, and a sense of responsibility;
• Ability to establish good interpersonal relationships, to be effective in professional interactions.

The NFB is committed to building a skilled, diverse workforce that’s reflective of Canadian society. It promotes initiatives such as employment equity and encourages candidates to voluntarily indicate in their cover letter if they are a woman, a member of a First Nations group, Inuk, Métis, a person with a disability, or a member of a visible-minority group.

The NFB is also committed to developing inclusive, barrier-free selection processes and work environments. Feel free to advise us of any accommodation needs.

Please note that only applicants selected for an interview will be contacted.