Int. Admin Assistant to provide centralized support for T&O - 88889

Role Title: Resource Coordinator

Line of Business: Internal Functions T&O

Contract duration: 12 months (possibility of extension)

Location: Downtown Toronto - Hybrid - 2x per week in office minimum, additional in office days at nearby sites may be required as needed.

Working hours: Ideally 8:30 am - 4:30 pm (30 min flex permitted i.e. 8:00 am – 4 pm EST or 9 am-5:00 pm)

Role Mandate:

The team is seeking to fill an open resource coordinator position to assist in providing centralized support for T&O. This role combines administrative coordination with hands-on office operations support and exposure to enterprise operations, facilities coordination. The role will perform a variety of administrative tasks and provide professional support to managers and their direct reports. The role provides general offices services ensuring all operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

Team Structure:

There is a high degree of collaboration within the team and with the supported business teams and service partners, but the work is primarily independent.

Role Responsibilities:

Administrative & Communications Support

• Develops and maintains organized filing systems to ensure business and operational reports, forms, and documentation are accurate, complete, and readily accessible (paper and electronic).

• Supports the development of tailored communications, including drafting, editing, and distributing correspondence, presentations, and policies/procedures.

• Dispatches outgoing communications and responds to incoming inquiries, resolving issues or escalating as appropriate.

• Prepares, submits, and tracks departmental expense claims and reports.

Office Operations & Facilities Support

• Conducts premises inspections and completes monthly Health & Safety audits, including required reporting and follow-up.

• Liaises with internal business units and external vendors to support office operations and facilities-related activities.

• Assists with coordination related to incoming and outgoing staff and contractors, office moves, relocations, office planning, and furniture requirements, ensuring minimal disruption to business operations.

• Supports office services such as stocking, ordering, and maintaining coffee and general office supplies.

• Manages inventory levels by monitoring stock, anticipating needs, placing and expediting supply orders, and receiving and unpacking shipments.

Coordination, Analysis & Continuous Improvement

• Collaborates with internal and external stakeholders to deliver on business objectives.

• Organizes and reviews work to ensure accuracy, completeness, and adherence to established processes and control standards.

• Completes complex and varied tasks within defined guidelines, exercising judgment and problem-solving skills.

• Analyzes issues, determines appropriate next steps, and escalates matters when required.

• Identifies opportunities for process improvements and contributes to the implementation of enhancements to operational efficiency.

Knowledge Sharing & Additional Responsibilities

• As experience is gained, acts as a “buddy” and provides training support for new hires.

• Takes on broader or additional accountabilities as assigned to support team and business needs.

Must Have Skills:

• 2+ years of experience in an administrative support function

• Experience working in a high-volume, fast-paced environment

• Microsoft Office (Outlook, Teams, Word, and Excel)

• Strong verbal & written communication skills

• Organization skills

• Collaboration & team skills

• Analytical and problem-solving skills

• High level of attention to detail

• Interpersonal skills

• Resilience/adaptability

• Ability to take initiative and work independently

Nice to Have Skills:

• ServiceNow experience

• Relevant postsecondary education

• Customer service experience