Resource Coordinator to support administrative coordination and office operations using Microsoft Office and facilities coordination processes - JP2080

S.I. Systems Ltd.; Toronto; Hybrid; CAD 42,000 - 62,000; Full time

Job summary

S.I. Systems Ltd. is seeking a Resource Coordinator in Downtown Toronto to provide centralized administrative support and hands-on office operations coordination.

The role involves handling filing systems, drafting communications, expense tracking, and liaising with vendors to ensure smooth facilities activities. The position supports managers and their teams, with in-office requirements and opportunities to improve operational efficiency.

Qualifications

• 2+ years of experience in an administrative support function.

Responsibilities

• Develops and maintains organized filing systems so business and operational reports, forms, and documentation are accurate, complete, and readily accessible.
• Supports tailored communications, including drafting, editing, and distributing correspondence, presentations, and policies and procedures.
• Dispatches outgoing communications and responds to incoming inquiries, resolving issues or escalating as appropriate.
• Prepares, submits, and tracks departmental expense claims and reports.
• Conducts premises inspections and completes monthly Health and Safety audits, including required reporting and follow up.
• Liaises with internal business units and external vendors to support office operations and facilities activities.
• Assists with coordination for incoming and outgoing staff and contractors, office moves, relocations, office planning, and furniture requirements, ensuring minimal disruption to the business.
• Supports office services such as stocking, ordering, and maintaining coffee and general office supplies.
• Manages inventory levels by monitoring stock, anticipating needs, placing and expediting orders, and receiving and unpacking shipments.

Skills

Administrative support

Microsoft Office

Communication skills

Organizational skills

Analytical skills

Team collaboration

Problem solving

Attention to detail

Interpersonal skills

Resilience

Initiative / independent work

English writing

Education

Postsecondary education

Tools

ServiceNow

Job description

Resource Coordinator to support administrative coordination and office operations using Microsoft Office and facilities coordination processes - JP2080

Location: Downtown Toronto - Minimum 2 days per week in office. Additional in office days at nearby sites may be required.

Line of Business: Internal Functions T&O

Working Hours: 8:30 am to 4:30 pm EST, with 30 minutes of flex permitted (8:00 am to 4:00 pm or 9:00 am to 5:00 pm)

The team is seeking to fill an open Resource Coordinator position to provide centralized support for T&O. This role combines administrative coordination with hands on office operations support and exposure to enterprise operations and facilities coordination. The coordinator will perform a variety of administrative tasks and provide professional support to managers and their direct reports, while delivering general office services that ensure all operational processes and control standards are followed. The role also identifies, develops, and helps implement improvement opportunities that contribute to the effective and efficient operation of the business group.

Must Haves

• 2+ years of experience in an administrative support function
• Experience in a high volume, fast paced environment
• Microsoft Office (Outlook, Teams, Word, Excel)
• Strong verbal and written communication skills
• Strong organizational skills
• Collaboration and team skills
• Analytical and problem solving skills
• High level of attention to detail
• Strong interpersonal skills
• Resilience and adaptability
• Ability to take initiative and work independently

Nice to Have

• ServiceNow experience
• Relevant postsecondary education

Responsibilities

Administrative and Communications Support

• Develops and maintains organized filing systems so business and operational reports, forms, and documentation are accurate, complete, and readily accessible (paper and electronic)
• Supports tailored communications, including drafting, editing, and distributing correspondence, presentations, and policies and procedures
• Dispatches outgoing communications and responds to incoming inquiries, resolving issues or escalating as appropriate
• Prepares, submits, and tracks departmental expense claims and reports

Office Operations and Facilities Support

• Conducts premises inspections and completes monthly Health and Safety audits, including required reporting and follow up
• Liaises with internal business units and external vendors to support office operations and facilities activities
• Assists with coordination for incoming and outgoing staff and contractors, office moves, relocations, office planning, and furniture requirements, ensuring minimal disruption to the business
• Supports office services such as stocking, ordering, and maintaining coffee and general office supplies
• Manages inventory levels by monitoring stock, anticipating needs, placing and expediting orders, and receiving and unpacking shipments

Coordination, Analysis, and Continuous Improvement

• Collaborates with internal and external stakeholders to deliver on business objectives
• Organizes and reviews work to ensure accuracy, completeness, and adherence to established processes and control standards
• Completes complex and varied tasks within defined guidelines, exercising judgment and problem solving skills
• Analyzes issues, determines appropriate next steps, and escalates matters when required
• Identifies process improvement opportunities and contributes to implementing enhancements to operational efficiency

Knowledge Sharing and Additional Responsibilities

• Acts as a buddy and provides training support for new hires as experience is gained
• Takes on broader or additional accountabilities as assigned to support team and business needs

Interview: 1 round, 45 minutes, with the Hiring Manager and a colleague. Includes a short skill testing component focused on detail orientation and writing.

Duration: 12 months to start

Location: Downtown Toronto - Minimum 2 days per week in office. Additional in office days at nearby sites may be required.

Line of Business: Internal Functions T&O

Working Hours: 8:30 am to 4:30 pm EST, with 30 minutes of flex permitted (8:00 am to 4:00 pm or 9:00 am to 5:00 pm)

The team is seeking to fill an open Resource Coordinator position to provide centralized support for T&O. This role combines administrative coordination with hands on office operations support and exposure to enterprise operations and facilities coordination. The coordinator will perform a variety of administrative tasks and provide professional support to managers and their direct reports, while delivering general office services that ensure all operational processes and control standards are followed. The role also identifies, develops, and helps implement improvement opportunities that contribute to the effective and efficient operation of the business group.

Must Haves

• Strong English writing skills (priority)
• 2+ years of experience in an administrative support function
• Experience in a high volume, fast paced environment
• Microsoft Office (Outlook, Teams, Word, Excel)
• Strong verbal and written communication skills
• Strong organizational skills
• Collaboration and team skills
• Analytical and problem solving skills
• High level of attention to detail
• Strong interpersonal skills
• Resilience and adaptability
• Ability to take initiative and work independently

Nice to Have

• ServiceNow experience
• Relevant postsecondary education
• Customer service experience

Responsibilities

Administrative and Communications Support

• Develops and maintains organized filing systems so business and operational reports, forms, and documentation are accurate, complete, and readily accessible (paper and electronic)
• Supports tailored communications, including drafting, editing, and distributing correspondence, presentations, and policies and procedures
• Dispatches outgoing communications and responds to incoming inquiries, resolving issues or escalating as appropriate
• Prepares, submits, and tracks departmental expense claims and reports

Office Operations and Facilities Support

• Conducts premises inspections and completes monthly Health and Safety audits, including required reporting and follow up
• Liaises with internal business units and external vendors to support office operations and facilities activities
• Assists with coordination for incoming and outgoing staff and contractors, office moves, relocations, office planning, and furniture requirements, ensuring minimal disruption to the business
• Supports office services such as stocking, ordering, and maintaining coffee and general office supplies
• Manages inventory levels by monitoring stock, anticipating needs, placing and expediting orders, and receiving and unpacking shipments

Coordination, Analysis, and Continuous Improvement

• Collaborates with internal and external stakeholders to deliver on business objectives
• Organizes and reviews work to ensure accuracy, completeness, and adherence to established processes and control standards
• Completes complex and varied tasks within defined guidelines, exercising judgment and problem solving skills
• Analyzes issues, determines appropriate next steps, and escalates matters when required
• Identifies process improvement opportunities and contributes to implementing enhancements to operational efficiency

Knowledge Sharing and Additional Responsibilities

• Acts as a buddy and provides training support for new hires as experience is gained
• Takes on broader or additional accountabilities as assigned to support team and business needs

Interview: 1 round, 45 minutes, with the Hiring Manager and a colleague. Includes a short skill testing component focused on detail orientation and writing.

Disclaimer:
AI may be used in evaluating candidates.
This posting is for an existing vacancy.