Office Coordinator (Toronto, ON)

Position Overview

We are looking for a full-time Office Coordinator for our Toronto, Steeles Ave. site. This role is central to maintaining smooth front-office operations and providing comprehensive support across administration, facilities, event planning, and special projects. The ideal candidate is independent, proactive, and adaptable, able to manage multiple priorities while creating a positive experience for employees, visitors, and clients.

Note: This is primarily an on-site role in Toronto, with some flexibility to work from home occasionally.

Responsibilities

Administration

• Manage the front office, main phone line, printers, and office supplies.
• Greet employees, visitors, and clients, ensuring a professional and welcoming environment.
• Maintain visitor records in accordance with security procedures.
• Support finance and management with filing, proof of deliveries, and other administrative tasks.
• Compile and present data to management using analytical skills.

Office Management

• Maintain inventory and coordinate procurement of office supplies.
• Ensure office equipment is properly maintained and serviced.
• Liaise with Facilities, vendors, building management, and IS support.
• Assist with office and facility project planning and execution.

Event Planning

• Coordinate office activities and company-wide events.
• Organize employee engagement initiatives and team-building events.

Additional Duties

• Support special projects and research tasks as assigned by management.
• Assist with travel coordination, Concur bookings, and liaising with finance/travel providers.

Qualifications

• Business diploma or equivalent administrative experience.
• Minimum 3 years in an administrative or office coordination role.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Strong multi-tasking, prioritization, and problem-solving skills.
• Excellent written and oral communication; able to interact effectively at all levels.
• Demonstrated tact, diplomacy, and confidentiality.
• Resourceful, proactive, and able to work independently.

Additional Requirements

• Must be based on-site in Toronto; occasional remote work is possible.
• Flexible and adaptable, able to support occasional cross-site tasks (Burlington, Mississauga).
• Committed to creating a positive experience for employees and visitors.
• Able to anticipate needs, solve problems independently, and maintain professionalism under pressure.
• Willingness to take on special projects and travel coordination responsibilities.

What Happens Next?

• Notify Your Manager: Before applying—or immediately after—you are asked to inform your current manager of your application, in line with our Internal Transfer Guidelines Policy.
• Hiring Manager Notification: The hiring manager for the new role will be made aware of your application.
• 1:1 Interview: A Corporate Talent Acquisition Specialist will contact you to schedule a one-on-one interview following your application.
• Eligibility: Employees are generally expected to have at least 18 months of tenure with Calian, including 12 months in their current position, to be eligible for an internal transfer. For full details, consult the Corporate Talent Acquisition and Hiring Policy or contact your Talent Acquisition team.

Job Title: Office Coordinator
Requisition Number: 2263
Date: February 26, 2026
Location 1: Toronto, ON
Remote: No
Business Unit: Corporate
Department: Human Resources
Job Type: Full-time
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