Office Administrator/Facilities Coordinator

Company Overview WeShall Investments is a premier mid-market private equity firm with a diverse portfolio of investments across Canada, the United States, and the Caribbean. Headquartered in Toronto, the firm partners with exceptional entrepreneurs and high-potential businesses by providing strategic capital, operational expertise, and valuable industry connections to drive sustainable growth and long-term success. Guided by its core values of diversity, integrity, collaboration, and excellence, WeShall Investments is committed to creating both strong financial returns and meaningful social impact by expanding access to opportunity, supporting innovative businesses, and fostering positive change in the communities it serves.

Position Overview The Office Administrator/Facilities Coordinator plays a key role in ensuring the smooth day-to-day operation of the office by providing comprehensive administrative and facilities support. Reporting to the Head of Human Resources, this position is responsible for creating a welcoming, well-organized, and productive workplace environment for employees, clients, and visitors. With a strong focus on organization, service, and attention to detail, this role serves as a key point of contact for office operations and helps foster a positive workplace culture.

Location: Toronto, ON; In-office

Work Schedule: Monday - Friday, 8:30 AM - 5:00 PM

Position: Full-time, permanent

Salary Range: $50,000 - 60,000

Responsibilities & Key Duties

Perform general office cleaning, organization, and upkeep, including maintaining the exterior appearance of the building to ensure a safe, professional, and welcoming environment

Coordinate with external vendors and service providers for maintenance, repairs, cleaning services, and office supplies, ensuring timely and cost-effective support

Manage office supply inventories, including ordering, receiving, and replenishing materials as needed

Organize and coordinate office lunches, meetings, employee events, and other workplace activities, ensuring all logistical requirements are met

Welcome and assist visitors, clients, and employees in a professional, courteous, and friendly manner

Maintain a clean, organized, and inviting reception area that creates a positive first impression

Purchase groceries, snacks, coffee/tea, and other office necessities for daily office operations, meetings, and events

Receive, sort, and distribute incoming mail and packages, and coordinate outgoing shipments and courier services

Process and submit expense reports, ensuring receipts and supporting documentation are accurate and submitted within required timelines

Provide general administrative support to the team, assisting with ad hoc projects and office-related tasks as required

Prepare meeting rooms by ensuring furniture, equipment, technology, and materials are set up and ready for use

Support the onboarding process for new employees, including workstation setup, equipment coordination, and ensuring required supplies and resources are available

Assist with employee offboarding by coordinating the return of company property and preparing workspaces for future use

Identify opportunities to improve employee experience and office effectiveness

Provide administrative and operational support to senior leadership as required, demonstrating professionalism, discretion, and strong judgement

Support employee engagement initiatives and workplace experience programs that contribute to employee satisfaction and team culture

Requirements Qualifications & Attributes

Exceptional attention to detail and commitment to maintaining high standards in both administrative and facilities-related responsibilities

Strong organizational, time-management, and multitasking skills, with the ability to effectively prioritize competing responsibilities

Professional verbal and written communication skills, with strong customer service orientation

Creative thinker with a resourceful and proactive approach to projects, problem-solving, and continuous improvement

Eager to learn and adaptable, with the ability to thrive in a fast-paced entrepreneurial environment

Strong interpersonal skills with the ability to build trust and credibility across all levels of the organization while maintaining confidentiality and exercising sound judgment

Open to feedback, committed to continuous improvement, and willing to adapt work approaches based on changing business needs

Proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and common office technology and software applications

Dependable, professional, and capable of handling sensitive and confidential information with discretion

Ability to work independently while also collaborating effectively within a team environment

Ability and willingness to perform light physical duties and support facilities-related responsibilities, including office setup, inventory management, facilities maintenance, general upkeep, and light cleaning, to ensure a clean, organized, and professional workplace

Experience managing office operations, including supplies, vendor relationships, mail distribution, and expense reporting is considered an asset

Comfortable supporting senior leaders, managing multiple competing priorities, and proactively responding to the evolving needs of a growing organization

Thank you for your interest in joining WeShall Investments. We appreciate the time and effort invested in every application; however, only candidates whose qualifications most closely match the requirements of the role will be contacted for an interview.

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