Office Services Coordinator II - FIFC

Wintrust Financial Corporation; Toronto; On-site; CAD 30,000 - 39,000; Full time

Benefits offered by this job

Health benefits: medical, dental, and

RRSP with company match

Education reimbursement

On-demand learning courses

Job summary

FIRST Insurance Funding of Canada (FIRST Canada) is seeking an Office Services Coordinator II to manage day-to-day operations of our Toronto corporate office and provide remote support for other offices. This role supports employees, visitors, facilities, supplies, meetings, shipping and receiving in a fast-paced environment.

Based in Toronto, this full-time position requires on-site attendance five days per week.

Qualifications

• Strong organization, prioritization and follow-through, with the ability to manage changing needs independently.
• Professional customer service and clear written and verbal communication.
• Sound judgment and discretion when handling confidential information.
• Ability to work effectively with employees, building management, vendors, and service providers.
• Resourceful problem-solving and attention to detail.
• Proficiency with Microsoft Office, including Outlook, Word and Excel.
• Ability to perform essential shipping and workplace duties, including the ability to lift up to 50 pounds.

Responsibilities

• Serve as the first point of contact for employees, visitors, vendors and couriers and provides professional and welcoming experience.
• Manage upkeep of meeting rooms, kitchens, and shared spaces by replenishing supplies, resetting rooms.
• Monitor office and kitchen inventory and order supplies within approved budgets.
• Process and log all incoming, outgoing, and returned mail, courier shipments, and specialized deliveries, including domestic and international shipments.
• Act as the primary point of contact for mail, courier, and shipments, including trade shows, ensuring timely delivery, tracking, and resolution of shipment-related issues.
• Manage office services inventory, order office supplies, groceries, and mailroom materials, proactively monitoring stock levels and placing orders as required, working within approved budgets.
• Coordinate day-to-day facility’s needs, including maintenance, repairs, cleaning, furniture, equipment, and other workplace services.
• Maintains staff directory and telephone log.
• Track office expenses, budget reconciliation, submit invoices, and ensure cost-effectiveness without compromising quality.
• Collaborate and communicate with stakeholders to oversee office facilities and staff experience to ensure alignment with company brand and culture.
• Receiving, reviewing, and managing all incoming facilities and office-related requests.
• Coordinating office and furniture repairs, maintenance, and troubleshooting support.
• Provide support with planning, organizing, and executing of office events and corporate meetings, as required.
• Build and maintain positive relationships with suppliers, service providers, and facilities stakeholders.
• Handle confidential and sensitive information appropriately.
• Oversee mailroom and copy room operations, ensuring equipment, supplies, and workspaces are maintained to a high standard.
• Safely lift, move, and transport shipments, boxes, packages, and office supplies as required throughout the office.
• Be an active contributing team member on the Health, Safety, and Wellness Committee, and Fire Warden, including participation in evacuation procedures, drills, and related emergency preparedness activities.

Skills

Organization

Communication

Discretion

Microsoft Office

Education

High School Diploma

Tools

Outlook

Word

Excel

Job description

At FIRST Insurance Funding of Canada (FIRST Canada), we are proud to promote a workplace that fosters growth and innovation. We employ a dedicated team of enthusiastic individuals who thrive in an entrepreneurial, fast-paced environment. Our open concept and creative culture fosters team work and presents opportunities for growth within the organization. FIRST Canada is an affiliate of Wintrust, a financial services company with more than $66 billion in assets. Join the FIRST Insurance Funding of Canada (FIRST Canada) team. We are a multi-year Globe and Mail / Morneau Shapell Employee Recommended workplace with an award-winning culture. We offer a flexible, hybrid-work model and our FIRST Flex program offers opportunity to work internationally.

We have a comprehensive benefit package including:

• Health Benefits: including medical, dental, vision, life, and health spending account
• Financial Benefits: an RRSP plan with a generous company match and competitive compensation including discretionary or incentive bonuses
• Education Benefits: education reimbursement and on-demand learning courses

Why join this team?

We have a culture that encourages an entrepreneurial spirit. We offer multiple opportunities for development and upward mobility.

Position Summary:

The Office Services Coordinator II coordinates day-to-day operations of the Toronto corporate office and provides remote support for the Vancouver and Alberta offices. The role supports employees and visitors, facilities, supplies, meetings, shipping and receiving. This position helps maintain an organized, safe, and welcoming workplace. This is a full-time position based in the Toronto office, with on-site attendance five days per week. Regular on-site presence is required to perform the necessary office operations. The role is not part of the company’s hybrid work arrangement.

Essential Duties and Responsibilities:

• Serve as the first point of contact for employees, visitors, vendors and couriers and provides professional and welcoming experience.
• Manage upkeep of meeting rooms, kitchens, and shared spaces by replenishing supplies, resetting rooms.
• Monitor office and kitchen inventory and order supplies within approved budgets.
• Process and log all incoming, outgoing, and returned mail, courier shipments, and specialized deliveries, including domestic and international shipments.
• Act as the primary point of contact for mail, courier, and shipments, including trade shows, ensuring timely delivery, tracking, and resolution of shipment-related issues.
• Manage office services inventory, order office supplies, groceries, and mailroom materials, proactively monitoring stock levels and placing orders as required, working within approved budgets.
• Coordinate day-to-day facility’s needs, including maintenance, repairs, cleaning, furniture, equipment, and other workplace services.
• Maintains staff directory and telephone log.
• Track office expenses, budget reconciliation, submit invoices, and ensure cost-effectiveness without compromising quality.
• Collaborate and communicate with stakeholders to oversee office facilities and staff experience to ensure alignment with company brand and culture.
• Receiving, reviewing, and managing all incoming facilities and office-related requests.
• Coordinating office and furniture repairs, maintenance, and troubleshooting support.
• Provide support with planning, organizing, and executing of office events and corporate meetings, as required.
• Build and maintain positive relationships with suppliers, service providers, and facilities stakeholders.
• Handle confidential and sensitive information appropriately.
• Oversee mailroom and copy room operations, ensuring equipment, supplies, and workspaces are maintained to a high standard.
• Safely lift, move, and transport shipments, boxes, packages, and office supplies as required throughout the office.
• Be an active contributing team member on the Health, Safety, and Wellness Committee, and Fire Warden, including participation in evacuation procedures, drills, and related emergency preparedness activities.

Knowledge / Skills / Abilities Required:

• Strong organization, prioritization and follow-through, with the ability to manage changing needs independently.
• Professional customer service and clear written and verbal communication.
• Sound judgment and discretion when handling confidential information.
• Ability to work effectively with employees, building management, vendors, and service providers.
• Resourceful problem-solving and attention to detail.
• Proficiency with Microsoft Office, including Outlook, Word and Excel.
• Ability to perform essential shipping and workplace duties, including the ability to lift up to 50 pounds.

Training / Education / Experience Qualifications:

• High School Degree or equivalent
• Two or more years of experience in office administration, office services, facilities coordination, hospitality, or a related setting preferred.
• Experience coordinating shipping, vendors, or building services is an asset.

Compensation:

The estimated hourly rate for this role is $21.54-$28.21, along with eligibility to earn an annual bonus. Actual pay rate may vary based on several factors, such as a candidate’s qualifications, skills and experience.

AI Disclosure

No AI technology is used in the recruitment process.

Vacancy Status

This position is an existing vacancy that is actively being filled.

Immigration Assistance/Sponsorship

FIRST Canada does not provide immigration assistance or sponsorship for this position, now or in the future.