Administrative Coordinator for not-for-profit community services client, downtown Toronto.
Marberg Job Number: 2929.
Job Type: Temporary.
Initial Term: ASAP for approximately 3 months, with possibility of extension and/or direct-hire.
Existing Vacancy: Yes.
Target Compensation: From $34 per hour to $38 per hour according to experience.
Regular Work Hours: From 9 a.m. to 5 p.m. with 1 hour unpaid lunch break, Monday to Friday (35 work hours per week).
Work Location: Hybrid - Monday through Thursday worked onsite at our client's downtown Toronto office, and Fridays worked remotely.
Position Reports To: Director.
Responsibilities Summary:
Ensure smooth and efficient operation of office and hybrid work environment while providing administrative and logistical support to the leadership team. Must be highly organized, proactive, service-oriented, and skilled at managing competing priorities with professionalism, discretion, and attention to detail.
- Lead day-to-day administration of office site, ensuring meeting rooms, reception areas, kitchen facilities, and common spaces are clean, organized, functional, and welcoming.
- Liaise with building management, vendors, and service providers to coordinate facilities maintenance, repairs, and office services.
- Provide executive administrative support, including calendar management, meeting scheduling, travel arrangements, and correspondence.
- Coordinate and support internal and external meetings, including room bookings, catering, technology setup, and logistical arrangements.
- Support employee onboarding and offboarding activities, including workspace preparation, equipment, and building access.
- Prepare office communications, reports, documents, spreadsheets, and other administrative materials.
- Process administrative invoices, purchasing requests, expense documentation, and monthly corporate credit card reconciliations.
- Maintain office health and safety documentation, emergency preparedness materials, and related procedures.
- Coordinate travel arrangements, including flights, accommodations, vehicle rentals, conference registrations, and related logistics.
- Provide general administrative support across departments, ensuring timely follow-up on tasks, approvals, and deadlines.
- Additional team support, business operations and administrative coordination responsibilities as required.
Qualifications:
Education: Post secondary education in Business Administration, Office Administration or related field.
Preferred Work Experience: At least 5+ years of office administration, office operations, executive support, or a related administrative role.
Preferred Sector Experience: Not-for-profit sector experience preferred.
Technical and Language Skills Requirements:
- Advanced proficiency with MS 365 applications, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint (will be tested).
- Strong typing, data entry and attention to detail (will be tested).
- Advanced Level English written and reading comprehension skills, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax (will be tested).
- Advanced Level English conversational skills, and polished, professional telephone manners.
- Fluency in a second language considered an asset.
Task -Based Qualifications and Additional Attributes:
- Demonstrated experience coordinating day-to-day office operations, including facilities, supplies, vendors, equipment, and shared office spaces.
- Demonstrated experience administrative finance processes such as expense reconciliation, invoice processing, purchase requests, and documentation tracking.
- Superior customer service orientation and ability to engage with internal and external stakeholders in a positive, professional and approachable manner. Proactive, resourceful, and solution-oriented approach to work.
- Punctual, responsible, and reliable. Demonstrated record of professional conduct and character. Sound judgement and the ability to anticipate needs and take initiative.
- Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure.
- Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
- Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.
Additional Requirements:
- Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
- Ability to work both remotely and onsite, abiding by organization health and safety policies.
- Ability to promptly provide recent, qualified employment references upon request who are available to speak with either Marberg or Marberg's client.
- Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
- Provision of certification of AODA and OHSA online training course completion prior to assignment start.
- Additional satisfactory Background Checks, Technical Skills Evaluations, Interpersonal Skills Assessment and Employment References as required.
Application Notes:
We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted. Qualified applications may be contacted same day as date of application.
Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.
Please note that for this position, Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.
Candidates are only contacted via official phone call, email, or LinkedIn message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.
No AI tools are used to screen, assess or select employment applications. All candidate selection processes are performed by qualified recruiters.
Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.
