Office Coordinator

Pay or shift range: $48,900 CAD to $53,500 CAD.

The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.

General Responsibilities:

Reception duties inclusive of general office support:

• Guest welcome and sign-in.
• Office supply, kitchen supply, and snack management/ ordering internal catering.
• Assist with coordination of employee events.
• Work with facilities to address facility concerns and for coordination of on-site contractors.
• Scan, file, and distribute mail.
• Monitor incoming reception email to distribute or file as required.
• Liase with vendors as needed for maintenance of internal office equipment.
• Provide support and backup to Alternate Company Security Officer, inclusive of reviewing and preparing routine security clearances and police checks.
• Assist with process documentation for administrative teams.
• Support with coordinating employee town halls, all-staff meetings, and executive Q&A sessions.
• Ensure the professional execution of on-site visits.
• Ensuring onsite customer and partner meetings are executed in a professional manner.
• Onsite logistics (rooms, meals, marketing material etc.) are coordinated in compliance with customer security requirements and cultural sensitivity.
• Assist with travel coordination and event planning for customer, partner and internal events, inclusive of transportation, meals, entertainment.
• Assist with on-site training classes, inclusive of room setup, meals, materials, certificates.
• Support with ad-hoc internal communications.
• Assist with other duties as required.

Qualifications

Education & Experience:

• Post-secondary education in business administration, office management, event management, or a related field.
• Previous experience in office administration, event coordination, executive support, customer service, or similar environment
• Skilled at managing reception duties such as greeting clients, managing calls, scheduling, and handling inquiries with professionalism.
• Demonstrated success in planning, organizing, and executing corporate events
• Strong vendor and supplier management skills, including scheduling, logistics, and on-site coordination.
• Proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook), database systems, and virtual meeting platforms.
• Comfort with basic budgeting, expense tracking, and report preparation.
• Excellent organizational skills with the ability to prioritize, multitask, and meet deadlines in a fast-paced environment.
• Exceptional communication and interpersonal skills for interaction with executives, staff, customers, and external partners.
• Detail-oriented, proactive, and adaptable, with a customer-service mindset.
• Ability to handle confidential information with discretion and maintain professionalism at all times.
• Must be eligible to obtain and maintain up to a Top-Secret security clearance.
• Must have reliable access to a vehicle.
• Must have the ability to travel between JSI’s two Kanata office locations.

This position requires on-site presence at our Kanata, Ontario office.

In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), JSI will provide accommodation-accessible formats, and communication supports for the interview process upon request.