Senior Office Administrator

Baylis Medical Technologies Inc.; Mississauga; On-site; CAD 42,000 - 68,000; Full time

Job summary

Baylis Medical Technologies Inc. in Mississauga is seeking an Office Coordinator to greet visitors, manage front-desk operations, and keep the office running smoothly.

You will support day-to-day activities, coordinate meeting room bookings, and assist with supplies and mail flow. In this role you’ll help with onboarding logistics, office security, and events, while coordinating with Facilities and IT to maintain access and safety.

Responsibilities

• Greet employees, visitors, and vendors, directing them as appropriate
• Manage incoming calls, messages, and general inquiries
• Maintain a professional, organized, and welcoming front desk and office environment
• Support visitor access and coordination for overall office flow
• Coordinate meeting room bookings, setup, and readiness
• Manage office supplies, kitchens, and shared spaces to ensure they are stocked and organized
• Support day-to-day office flow and maintain common areas
• Log and follow up on building-related requests with the Facilities team
• Assist with workspace setup for new hires and internal moves
• Support the Office Manager and on-site leadership with meeting logistics (room bookings, setup, materials)
• Support preparation and submission of leadership expenses through the company’s expense system
• Assist with petty cash tracking and basic reconciliation
• Coordinate incoming and outgoing mail, including internal distribution between buildings
• Support onboarding logistics at the site level (workspace setup, coordination)
• Coordinate CEO/new hire welcome meeting logistics and invitations
• Maintain and update digital signage (e.g., new hires, announcements, headshots)
• Support the Office Manager with Corporate events
• Maintain and update building access (e.g., access cards, guest passes)
• Support office security processes in coordination with Facilities and IT
• Maintain accurate records related to access and security systems
• Other duties as required

Job description

• Greet employees, visitors, and vendors, directing them as appropriate
• Manage incoming calls, messages, and general inquiries
• Maintain a professional, organized, and welcoming front desk and office environment
• Support visitor access and coordination for overall office flow

Office Coordination & Day-to-Day Operations

• Coordinate meeting room bookings, setup, and readiness
• Manage office supplies, kitchens, and shared spaces to ensure they are stocked and organized
• Support day-to-day office flow and maintain common areas
• Log and follow up on building-related requests with the Facilities team
• Assist with workspace setup for new hires and internal moves

Administrative Support

• Support the Office Manager and on-site leadership with meeting logistics (room bookings, setup, materials)
• Support preparation and submission of leadership expenses through the company’s expense system
• Assist with petty cash tracking and basic reconciliation
• Coordinate incoming and outgoing mail, including internal distribution between buildings

Employee Experience & Corporate Activities

• Support onboarding logistics at the site level (workspace setup, coordination)
• Coordinate CEO/new hire welcome meeting logistics and invitations
• Maintain and update digital signage (e.g., new hires, announcements, headshots)
• Support the Office Manager with Corporate events

Systems & Access

• Maintain and update building access (e.g., access cards, guest passes)
• Support office security processes in coordination with Facilities and IT
• Maintain accurate records related to access and security systems

Other duties as required

Your Impact Through Innovation

• Greet employees, visitors, and vendors, directing them as appropriate
• Manage incoming calls, messages, and general inquiries
• Maintain a professional, organized, and welcoming front desk and office environment
• Support visitor access and coordination for overall office flow

Office Coordination & Day-to-Day Operations

• Coordinate meeting room bookings, setup, and readiness
• Manage office supplies, kitchens, and shared spaces to ensure they are stocked and organized
• Support day-to-day office flow and maintain common areas