Onsite Administrative & Operations Coordinator

OmniaBio; Hamilton; On-site; CAD 55,000 - 75,000; Full time

Job summary

OmniaBio Inc. in Hamilton, Ontario, is seeking an Administrative Coordinator, Site Operations to provide onsite administrative, operational, and executive coordination support to the Site Head and cross-functional teams.

This role ensures smooth daily site operations, visitor logistics, meetings, town halls, employee engagement activities, catering, and the onsite micro-market. The successful candidate is highly organized, service-oriented, proactive, discreet, and comfortable supporting leaders

Qualifications

• Bachelor's degree or equivalent work experience; additional relevant certifications are a plus.
• 3 to 5+ years of administrative, office coordination, executive or team support, hospitality, event coordination, or site operations support experience; experience supporting senior leaders is an asset.
• Experience in supporting meetings, employee events, visitor logistics, and onsite event coordination is an asset.
• Advanced proficiency with Microsoft Office, Outlook calendar management, Teams, and presentation and /document preparation tools.
• Comfortable using approved AI-enabled tools and features, such as Microsoft Copilot or similar enterprise-approved functionality, to support drafting, summarization, research synthesis, meeting preparation, task tracking, and productivity improvements, with appropriate oversight and verification.
• Ability to learn and adopt new software, digital workflows, and automation-enabled processes quickly, including administrative intake channels, shared workspaces, scheduling tools, expense systems, and other site or corporate systems.
• Strong document preparation skills, including proofreading, formatting, version control, presentation preparation, spreadsheet organization, meeting minute preparation, and action-item follow-up.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in interacting with diverse groups of people.

Responsibilities

• Provides onsite administrative, scheduling, coordination, and day-to-day operational support to the Site Head and designated members of the site leadership team.
• Anticipates needs, prioritizes competing requests, exercises sound judgment, and responds with appropriate urgency in a fast-paced environment.
• Provides complex calendar support for the Site Head, including resolving conflicts, coordinating across internal calendars, and escalating scheduling constraints as needed.
• Coordinates recurring site meetings and operational cadences, including calendar invitations, room bookings, agenda support, invitee management, meeting materials, and follow-up activities support as required.
• Creates, modifies, and supports the preparation of presentations, reports, briefing materials, agendas, minutes, and other meeting materials as required.
• Acts as a reliable onsite point of contact and coordination conduit among site leadership, OmniaBio teams, CCRM, vendors, visitors, and external partners.
• Creates, develops and assists with special projects and site initiatives, as needed.
• Supports planning and execution of town halls, employee appreciation events, company gatherings, and employee engagement activities.
• Coordinates logistics for client, audit, and visitor meetings, including room bookings, agendas, visitor arrival support, catering coordination, tour logistics, attendee communications, and day-of onsite support.
• Makes travel arrangements and processes travel expenses.
• Supports office supply administration and onsite administrative service requests, ensuring requests are reviewed, prioritized, and escalated in alignment with company guidance.

Skills

Calendar management

Communication

Organization

AI tools

Education

Bachelor's degree or equivalent

Tools

Microsoft 365

Outlook

Teams

PowerPoint

Job description

OmniaBio Inc. in Hamilton, Ontario, is seeking an Administrative Coordinator, Site Operations to provide onsite administrative, operational, and executive coordination support to the Site Head and cross-functional teams.

This role ensures smooth daily site operations, visitor logistics, meetings, town halls, employee engagement activities, catering, and the onsite micro-market. The successful candidate is highly organized, service-oriented, proactive, discreet, and comfortable supporting leaders