Office Services Coordinator job opening in Toronto, ON
Temporary for an immediate joiner until December 31, 2026 with potential to extend
Monday to Friday on-site downtown Toronto, 9am – 5pm
Pay Rate: $21-24/hr
We are currently recruiting for an Office and Facility Coordinator to join a professional organization on a temporary basis through the end of the year, with the potential for the assignment to extend.
This is a varied, hands-on role for someone who takes pride in keeping an office organized, welcoming and running smoothly. The successful candidate will be self-driven, flexible and dependable, with the mindset that no task is too big or too small. You will be comfortable taking initiative and confidently managing day-to-day priorities, while also being receptive to direction and jumping in wherever support is needed. If you are someone who notices what needs to be done and simply gets it done, this could be a great fit.
What You'll Be Doing
Office & Facilities Coordination
- Welcome visitors, guests and walk-ins and direct inquiries appropriately.
- Coordinate meeting room bookings and assist with room setup, technology and post-meeting cleanup.
- Monitor shared office spaces to ensure they remain tidy, organized and well supplied.
- Coordinate building and facility maintenance requests and follow up on outstanding issues.
- Liaise with property management and external service providers regarding office-related matters.
- Manage building access credentials and related access requirements.
- Coordinate IT support requests for office-wide technology, telephone or connectivity issues.
- Monitor office and kitchen supplies, maintain inventory and place orders as required.
- Coordinate document shredding and other onsite service providers.
- Assist with copier administration and usage reporting.
- Handle small day-to-day office needs, from replenishing supplies and keeping reception organized to caring for office plants.
Administrative Support
- Receive, sort and distribute incoming mail and prepare outgoing mail.
- Open, scan, route and appropriately file correspondence received by the organization.
- Monitor designated shared email inboxes and respond or redirect inquiries as appropriate.
- Maintain accurate electronic and paper filing systems.
- Ensure invoices and other administrative documentation are properly saved and organized.
- Provide general administrative support and take on additional tasks as priorities arise.
Meetings & Related Support
- Coordinate meeting materials, agendas and documentation for recurring leadership and meetings.
- Prepare draft agendas and previous meeting minutes for review.
- Distribute meeting packages and supporting materials.
- Attend select meetings and prepare draft minutes, including using approved technology tools to assist with transcription and note-taking.
- Review AI-generated meeting notes for accuracy and completeness before circulation.
- Respond to routine administrative questions from meeting and committee participants.
- Maintain organized records of meeting materials and documentation.
What We're Looking For
We're looking for someone who is:
- Self-driven and proactive: You don't need to wait to be asked when you see something that needs attention.
- Flexible: Priorities can change throughout the day, and you're comfortable adjusting.
- Hands-on: No task is too small or too large. You're equally comfortable preparing meeting materials, helping a visitor, coordinating a maintenance request or tidying and restocking supplies.
- Confident but coachable: You can take initiative and make things happen while also being comfortable taking direction and following guidelines.
- Committed and dependable: People can count on you to follow through.
- Organized: You can manage multiple requests, deadlines and administrative details without losing track of the small things.
- Service-oriented: You enjoy helping others and creating a positive, professional workplace.
- Passionate about making a difference: You take pride in knowing that your work helps the broader team operate effectively.
Why This Opportunity?
This is a great opportunity for someone who enjoys being at the center of office operations and wants a role where every day brings something a little different. You'll have the opportunity to make a difference to a larger group, solve problems, support colleagues and make a visible impact on the day-to-day employee and visitor experience.
Vacancy Status: This posting is for a future vacancy.
At Adecco our purpose is simple: to make the future work for everyone. We live our values, Passion, Collaboration, Inclusion, Courage, and Customers at Heart, by fostering a workplace where diversity is celebrated and every voice matters. We encourage applications from individuals of all backgrounds and identities. Together, we’re making the future work for everyone.
