Office Coordinator/Check Processor (PT, Temp)

Job Description

The Office Coordinator is responsible for supporting the day-to-day operations of the office, including administrative coordination, check handling, and general office support. This role ensures that client payments are processed accurately and on time, office operations run smoothly, and local teams have the support they need.

This is a hands-on, on-site role focused on maintaining organization, consistency, and visibility across key office and finance-related activities, and requires a high degree of accuracy, accountability, and discretion when handling client payments and financial information.

Role is located in Etobicoke, ON.

Job Responsibilities:

1. Office Operations

• Manage day-to-day office needs, including ordering supplies and maintaining shared spaces
• Answer and route incoming calls and handle general inquiries
• Manage mail, courier deliveries, and outgoing shipments
• Coordinate with vendors to support office operations

2. Check Handling & Payment Processing

• Receive incoming client checks
• Prepare and process deposits to lockbox using bank scanner
• Maintain physical check storage
• Handle client payments and financial documents with a high degree of care, ensuring confidentiality, accuracy, and adherence to internal controls

3. IT, Safety & Compliance Support (As Needed)

• Coordinate IT equipment needs (laptops, returns, storage) with central teams
• Support basic setup and logistics for new hires and equipment
• Assist with local health and safety requirements (e.g., Ontario COR program)

Qualifications

Required Qualifications:

• 4–6 years of experience in office administration or a similar support role
• Demonstrated ability to handle sensitive financial information with a high level of accuracy, discretion, and integrity
• Strong sense of accountability and reliability when managing check, payments, and confidential documents
• Strong attention to detail and organizational skills
• Proficiency in Microsoft Office (Excel, Outlook) and comfort with basic systems
• Ability to manage multiple priorities in a fast-paced environment
• Strong communication skills and ability to work effectively across teams
• Reliable, proactive, and able to work independently in an on-site role

Physical and Mental Job Qualifications

• Must be able to sit or stand at a workstation for extended periods during the workday
• Must be able to occasionally lift and carry light packages (e.g., mail, office supplies, or boxes of documents up to ~25 pounds)
• Must be able to perform routine tasks such as sorting mail, handling paperwork, and organizing files on a regular basis
• Must be able to review, process, and track information accurately for the majority of the workday
• Must be comfortable using basic computer systems (e.g., email, spreadsheets, and internal tools)
• Must be able to communicate clearly with team members, vendors, and external contacts
• Work is primarily performed in an office environment with standard office equipment
• Must be able to work on-site in the Etobicoke office 2–3 days per week

Additional Information

Some of the Benefits We Have Include

J.S. Held understands all our employees are people and sometimes life needs flexibility. We work to always provide an environment that best supports and suits our team’s needs.

• Our flexible work environment allows employees to work remotely, when needed

A reasonable estimate of the hourly rate for this role is CAD $27.50-$30.50 per hour. Any offered compensation range is based on a wide array of factors including but not limited to skillset, experience, training, location, scope of role, management responsibility, etc.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

By submitting your application, you acknowledge that you have read the J.S. Held Online Privacy Notice and hereby freely and unambiguously give informed consent to the collection, processing, use, and storage of your personal information as required and described therein.

Please explore what we’re all about at www.jsheld.com.

EEO and Job Accommodations

We embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equal!

J.S. Held is an equal opportunity employer that is committed to hiring a diverse workforce. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.