Office Coordinator

About the Role

The Office Manager is the heartbeat of Solace’s Kanata headquarters. This is a full-time, fully onsite contract role (Monday to Friday), with the possibility of conversion to a permanent position.

We’re looking for someone who takes genuine pride in owning the office environment. You are warm, organized, and proactive. You are excited to be the first face people see when they walk through the door.

You will be the go-to person for everything related to the physical workplace: facilities, supplies, vendor relationships, and health and safety. You will also own Solace’s co‑op recruitment coordination, working closely with the HR team to ensure a smooth experience for student candidates.

If you love keeping things running, making people feel welcome, and will never say “that’s not my job”, then this role is for you.

• Serve as the primary greeter and first point of contact for all staff, visitors, and guests. You set a consistently warm, professional tone at the front desk
• Own the day‑to‑day office experience at Solace HQ, proactively identifying and resolving anything that affects the look, feel, or function of the workspace
• Bring energy and positivity to the workplace; come up with creative, thoughtful ways to make the office environment welcoming and fun for everyone
• Act as the central point of contact for all office‑related questions and inquiries from staff and visitors
• Partner with the HR and People team to support a positive, inclusive employee experience at Solace
• Prepare and assemble swag bags for new hires and help get them settled in on their first day, ensuring a warm and organized welcome
• Coordinate food and beverage ordering for department and company events, managing logistics from selection to delivery

• Coordinate major workstation reconfigurations, moves, and construction projects, including supervising contractors and scheduling with internal stakeholders
• Research, propose, and implement new office solutions that continuously improve the workplace experience
• Take ownership of kitchen cleanliness and overall office tidiness, ensuring common areas are always presentable and well‑maintained
• Keep kitchens well stocked; manage coffee, kitchen, and office supply orders and vendor relationships
• Liaise with the landlord on building maintenance, deficiencies, cleaning schedules, and temperature or lighting issues
• Install small accessories (whiteboards, load bars, etc.) and move or arrange small furniture items as needed
• Arrange for maintenance and repair of office equipment and furniture
• Maintain accurate floor plans and up‑to‑date workstation information
• Manage office supply inventory and purchase orders with vendors

• Coordinate, attend, and take minutes for Joint Health & Safety Committee meetings; action any requests or recommendations following each meeting
• Perform duties of the Fire Warden during fire drills and emergencies
• Conduct quarterly Health & Safety inspections and follow up on identified issues

• Own the end‑to‑end coordination of Solace’s co‑op recruitment process in partnership with the HR team
• Liaise with post‑secondary institutions and co‑op portals to post roles and manage incoming applications
• Schedule interviews, coordinate assessments, and ensure a positive, organized candidate experience throughout the process
• Onboard incoming co‑op students, including workspace setup, introductions, and day‑one logistics
• Track co‑op cycles, timelines, and headcount to keep the program running smoothly term over term

• Participate in team meetings, cross‑departmental meetings, and working groups as required
• Perform other related administrative duties as required, including managing purchase orders and expense tracking

• Minimum 2‑year college diploma in a related field (Business Administration, Office Management, etc.) and/or equivalent experience
• 3+ years of experience in an office management, facilities, or administrative role in a professional environment
• A genuinely warm, people‑first personality. You love making others feel welcome and…