Job Description

Are you highly organized, energetic, and ready to be the go-to person who keeps things running smoothly? Join our team as an

Office Administrative Coordinator

, where you'll support HR, Payroll, and office operations while helping create a welcoming and efficient workplace for everyone.

Job Summary

The

Office Administrative Coordinator

is a highly organized, energetic professional responsible for providing administrative and operational support to Human Resources, Payroll, and other departments. This role is pivotal in maintaining an orderly and well-functioning office environment, coordinating meetings and events, and supporting employee engagement initiatives. In addition, the incumbent will manage daily HR and payroll administration tasks, ensuring employee information, records, and documentation are accurately maintained and processed in a confidential manner. This position reports to the Senior Director of Human Resources.

Responsibilities

HR & Payroll Administration

Support daily HR and payroll administration tasks, including data entry of employee information, training records, and health and safety documentation.

File, organize, and maintain employee paperwork and records, both electronic and paper-based.

Ensure general office and stationary supplies are replenished and maintained for the HR team and across both Building A and Building B.

Office & File Management

Organize and maintain the HR Resource Centre offices.

Keep shared folders, cabinets, and filing systems orderly and accessible.

Support the secure management of employee, payroll, and general office documentation.

Meeting & Event Coordination

Set up meeting rooms across Building A and Building B for training, town halls, executive meetings, customer visits, and other events.

Ensure meeting spaces are stocked with necessary supplies, refreshments, and equipment.

Coordinate catering, snacks, and refreshments for meetings and employee events.

Partner with the Social Committee to plan, organize, and execute employee engagement activities.

Office Administration

Monitor, order, and replenish office supplies to support overall site operations.

Maintain and refresh the reception area and communication boards regularly.

Provide general support to HR, Payroll, and other departments as required.

Collaboration & HR Support

Support the HR team with programs, initiatives, and ad hoc projects.

Serve as a reliable point of contact for office coordination needs.

Collaborate with colleagues at all levels of the organization in a professional and approachable manner.

Education, Experience, Skills and Qualifications

Previous experience in office administration, HR coordination, or payroll support preferred, however not mandatory.

Strong organizational and time management skills with keen attention to detail is required.

Ability to manage multiple priorities in a fast-paced environment.

Excellent interpersonal and communication skills; comfortable working with diverse personalities.

Proficiency with Microsoft Office Suite and electronic file management systems.

High energy, initiative, and a proactive approach to problem-solving.

Access to a reliable vehicle to assist with supply runs or event logistics.

Flexibility to adjust working hours occasionally to meet business-critical priorities.

Position Location

Markham, Ontario, Canada - 2 Buildings/Sites - Building A (195 Royal Crest Court) and B (3930 14th Avenue)

Workstation is based out of Building A; incumbent may be asked to set up meetings or coordinate events in either Building A or B as business needs dictate

Hours of Work and Other Considerations

100% on-site.

Monday to Friday, 8:30 am to 5:00 pm.

Flexibility required to support meetings and events outside of standard hours.

May be asked to assist employee travel arrangements or unexpected support for orientations on an ad-hoc basis.

Must be physically capable of lifting items up to 20 lbs. to prepare meeting rooms or replenish office supplies as required.

Vexos is an Equal Opportunity Employer

Job Type: Full-time

Pay: $38,000.00-$43,000.00 per year

Benefits:

Casual dress Company events Dental care Employee assistance program Extended health care Flexible schedule Life insurance On-site parking Paid time off Vision care Wellness program
Experience:

Microsoft Office: 1 year (preferred) Data entry: 1 year (preferred) Office management: 1 year (preferred)
Language:

English (required)
Location:

Markham, ON L3R 9X6 (preferred)
Work Location: In person