Administrative Coordinator

Omnia Bio Inc. is a technology-driven, global CDMO specializing in cell and gene therapies, with a mission to transform biomanufacturing with AI and automation. Located at McMaster Innovation Park in Hamilton, Ontario, Omnia Bio leverages over a decade of expertise in regenerative medicine and advanced therapies developed in partnership with CCRM. Committed to digital transformation, Omnia Bio integrates automation, robotics, and artificial intelligence into its operations to drive efficiency, enhance quality, and increase throughput.

This innovative approach supports end-to-end CDMO services-from development through GMP manufacturing and scale-up-helping clients accelerate the path to market for transformative treatments. Omnia Bio focuses on immune cell-based therapies, induced pluripotent stem cell therapies, and lentiviral vectors, positioning itself as a leader in advancing and maturing cell and gene therapy manufacturing. With a strategic vision to meet the surging global demand, Omnia Bio aims to enable broad access to cutting-edge therapies worldwide.

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The Administrative Coordinator, Site Operations provides onsite administrative, and operational, and executive coordination support to the Site Head, site leadership, and cross-functional teams. This role supports daily site operations, visitor and client logistics, recurring meetings, town halls, employee engagement activities, catering, office services, the onsite micro-market, and special projects.

The successful candidate is highly organized, service-oriented, proactive, discreet, and comfortable supporting leaders and teams in a fast-paced, dynamic, start-up environment and evolving organization.

This is an onsite role based at the Hamilton facility five days per week.

• Provides onsite administrative, scheduling, coordination, and day-to-day operational support to the Site Head and designated members of the site leadership team.
• Anticipates needs, prioritizes competing requests, exercises sound judgment, and responds with appropriate urgency in a fast-paced environment.
• Provides complex calendar support for the Site Head, including resolving conflicts, coordinating across internal calendars, and escalating scheduling constraints as needed. Prioritize inquiries and requests while troubleshooting meeting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Coordinates recurring site meetings and operational cadences, including calendar invitations, room bookings, agenda support, invitee management, meeting materials, and follow-up activities support as required. Creates, modifies, and supports the preparation of presentations, reports, briefing materials, agendas, minutes, and other meeting materials as required.
• Acts as a reliable onsite point of contact and coordination conduit among site leadership, Omnia Bio teams, CCRM, vendors, visitors, and external partners.
• Creates, develops and assists with special projects and site initiatives, as needed.
• Recognizes and implements lean initiatives.
• Supports the planning and execution of town halls, employee appreciation events, company gatherings, and employee engagement activities, including logistics, materials, food, games, volunteers, setup, and day-of execution.
• Participates as a member of the Social Committee and supports initiatives that strengthen employee engagement, connection, and workplace culture.
• Coordinates logistics for client, audit, and visitor meetings, including room bookings, agendas, visitor arrival support, catering coordination, tour logistics, attendee communications, and day-of onsite support. Supports visitor arrival and onsite readiness, including sign-in coordination, greeting support, meeting room readiness, room setup, and coordination with internal points of contact.
• Makes travel arrangements and processes travel expenses.
• Supports office supply administration and onsite administrative service requests, ensuring requests are reviewed, prioritized, and escalated in alignment with company guidance. Coordinates catering requests in alignment with company guidance, including confirming business needs, attendee counts, dietary requirements, vendor coordination, approval routing, cost awareness, order placement, and onsite delivery logistics.
• Applies cost-conscious judgment when coordinating catering, supplies, events, and visitor logistics, escalating exceptions for approval in accordance with internal guidance.
• Organizes and manages the onsite micro-market program, including vendor coordination, inventory or service issue follow-up, employee communications, stocking or /escalation support, and alignment with site needs.
• Monitors designated shared mailboxes or centralized administrative intake channels and routes requests to the appropriate owner or process.
• Prepares, edits, proofreads proofs, formats, and distributes executive-ready communications, meeting materials, briefing notes, reports, presentations,…