Office Coordinator

• Full-Time
• Oakville
• Posted 3 weeks ago

Looking for an exciting opportunity in Office Administration?

Are you a people person who thrives in a dynamic environment? Do you excel at juggling multiple tasks and providing exceptional administrative support? If you have a knack for keeping things organized and running smoothly, we want to hear from you!

We are looking for a full-time Office Coordinator to support the efficient operation of our Oakville head office. This role reports directly to the Human Resources Leader and offers a competitive salary plus full benefits.

ABOUT US:

Ingenuity Development is an established general contractor, design-builder, and construction manager that has earned a reputation for integrity and quality construction. Opened in 2007 by our three principals, Mario, Peter, and Matthew, Ingenuity is known for bringing a passion for craftsmanship and a relationship-focused approach to commercial construction projects.

Our secret to success is simple: hire great people and trust them to excel in their roles while continuously improving how we deliver results. Here’s the formula: Happy Team = Happy Clients.

ABOUT THE ROLE:

The Office Coordinator supports the efficient day-to-day operation of our Oakville head office and provides administrative coordination across several areas of the business. Reporting to the Human Resources Leader, this is a hands-on role for a detail-oriented, organized, and dependable professional who can manage competing priorities, exercise discretion, and follow tasks through to completion.

Key Responsibilities:

Office Administration and Operations:

• Answer general telephone inquiries professionally and direct inquiries to the appropriate team members.
• Greet clients, suppliers, and visitors to the organization in a professional and welcoming manner.
• Prepare correspondence, reports, and presentations as required.
• Coordinate day-to-day office operations, including office supplies, facility maintenance, and inventory, to ensure the office remains well-stocked, organized, and operational.
• Support field staff by coordinating supplies and assisting with field office administrative requirements.
• Maintain organized filing systems, documentation, and administrative records.
• Coordinate internal and external events, including meetings and conferences.
• Identify and recommend improvements to office procedures and implement approved changes.
• Obtain quotes, prepare cost comparisons, coordinate supply requisitions, and assist with tracking office-related expenses.

Human Resources and Departmental Support:

• Support HR in maintaining personnel files and coordinating onboarding and orientation for new employees.
• Assist with the administration, communication, and ongoing maintenance of HR policies and procedures under the direction of the Human Resources Leader.
• Coordinate the administrative aspects of employee engagement initiatives, annual appraisal processes, and engagement surveys.
• Provide administrative support to department leaders on HR, H&S, and cross-functional initiatives.

Health & Safety Compliance:

• Coordinate with Health & Safety partners to support the maintenance of the H&S Management program and ensure required materials are current and posted in the office and applicable site trailers.
• Maintain accurate company-wide Health & Safety training records on Safety Loop.
• Assist the HR Leader in coordinating with Health & Safety partners and Department Leaders to schedule required employee training in a timely manner.

Insurance and Fleet Management:

• Coordinate the administration and renewal of business and project insurance policies.
• Coordinate insurance claims documentation and support the timely reporting of accidents and injuries in accordance with established procedures.
• Maintain records relating to fleet vehicle registrations, insurance, and driver documentation.

IT and Telephony:

• Act as a liaison for all technology, coordinating with IT to ensure timely resolution of any technology-related issues.
• Be the point of contact for telephony services. Work closely with the provider to maintain accurate records of phone lines, renewals, and equipment.

Cross-Functional Support:

• Provide limited executive support, including scheduling meetings, drafting correspondence, and assisting with key initiatives as needed.

ABOUT YOU:

You are Perfect for this Role Because You Have:

• Three to five years of experience in office administration, office coordination, human resources support, or operations support.
• A post-secondary certificate, diploma, or degree in office administration, business administration, human resources, or a related field would be an asset.
• Strong organizational, prioritization, and time management skills.
• A strong commitment to providing excellent service to internal and external clients.
• Excellent verbal and written communication skills.
• High degree of professionalism, reliability, discretion, and dependability.
• Enthusiastic self-starter with a proactive, solutions-oriented approach to work.
• Current valid driver’s license and the ability to travel occasionally.
• Proficient in all Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to manage multiple priorities, meet deadlines, and coordinate activities in a fast-paced environment.

Salary Range:

$50K – $65K

Location:

We are located at 2275 Upper Middle Road East, Suite 601, Oakville, ON L6H 0C3. Our office is easily accessible from the 403 and 407.

How to Apply:

Complete the form below.