Office Coordinator & Receptionist

The Office Coordinator, located at Socomec Canada, serves as the primary point of contact in the reception area and delivers a professional, welcoming experience for employees and guests while ensuring smooth day-to-day office operations. This role manages front desk activities, visitor and vendor logistics, office supplies and facilities coordination, and provides proactive administrative support to leaders based at the location.

Key Responsibilities

• Greet and direct visitors, employees, and vendors; maintain a professional, friendly, and helpful presence at the front desk.
• Manage visitor registration and badges; ensure compliance with safety, confidentiality, and security protocols.
• Coordinate meeting room bookings; support room readiness (setup, AV checks, catering requests, signage).
• Answer and triage phone calls and emails; route inquiries appropriately and follow up to closure.
• Oversee delivery intake and courier dispatch; notify recipients and maintain logs as required.
• Maintain reception and common areas in a clean, organized, and safe condition.
• Coordinate office supplies and inventory (ordering, replenishment, vendor relationships, cost tracking).
• Liaise with facilities/maintenance, janitorial, and IT for repairs, moves, set-ups, and preventative maintenance.
• Support onboarding logistics (ID badges, desk setup, welcome materials) in partnership with HR and IT.
• Draft and distribute office communications (e.g., site notices, safety updates, event announcements).
• Maintain shared calendars, distribution lists, seating plans, and office directory accuracy.
• Provide calendar management, travel coordination, expense processing, and meeting preparation for designated leaders.
• Coordinate the sending of couriers, especially confidential documents.
• Prepare agendas, meeting minutes, presentation materials, and follow-up actions.
• Coordinate small to mid-scale onsite events (leadership visits, town halls, trainings, recognition activities).
• Track key operational items for leaders (action logs, site metrics updates, vendor PO status, budget trackers).
• Enforce visitor and security procedures; escalated incidents per site protocol.
• Support health & safety processes (emergency drills, sign-in/out sheets, ergonomic claims, incident reporting).
• Promote an inclusive, service-oriented culture at the front desk and across common spaces.

Essential Qualifications, Experience, and Skills

• 3-5 years of experience in office coordination, reception, administrative support, or facilities operations.
• Proficiency with Microsoft 365 (Outlook, Teams, Excel, Word, PowerPoint); ability to learn scheduling and visitor management systems.
• Demonstrated organizational skills with attention to detail and the ability to handle multiple priorities.
• Discretion with confidential information; sound judgment under time pressure.
• Experience supporting senior leaders (calendar, travel, expenses).
• Experience coordinating vendors and basic budget tracking (POs, invoices).
• Prior experience in a multi-site or corporate environment.
• Strong communication skills (written and oral) in a professional environment.
• Top-notch customer service skills (internal and external customers alike).
• Adaptability and flexibility to adjust priorities for whatever task is most important at any given time.
• Extremely well organized and reliable.
• High degree of accuracy and attention to detail to submit work or send communications without error.
• IT savvy and comprehends business systems and procedures.
• Demonstrated ability to follow company policies and procedures.
• Ability to handle confidential and sensitive information with discretion and professionalism.

Additional Specific Requirements

• Onsite front-desk presence required during core business hours.
• Occasional early starts/late finishes for leadership visits or events.
• Periodic light physical activity (lifting up to ~25 lbs, moving supplies, setting up rooms).
• Extended periods of sitting/standing at reception; frequent walkabouts to common areas.
• Being comfortable to commute to our Brampton office 5 times a week.

Upon request, we will provide reasonable accommodation for disabilities to support participation of candidates in all aspects of the recruitment process. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin.
We thank all those who apply. However, only those candidates selected for an interview will be contacted.

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