Job Description

Overview

Tree of Life Canada ULC is an Employer who strives to provide an inclusive work environment that involves everyone and embraces the diverse talent of its people. We are committed to meeting the needs of persons with disabilities. If selected for an interview, we will be happy to work with you to ensure your interview is accessible and accommodation is provided. When your interview is being scheduled, please advise the Recruiter of how we might be able to support your participation.

NOTE: Reference checks will be conducted for potential candidates and the information collected will be used in making the final hiring decision.

Primary Responsibilities

The Part-Time Office Coordinator is responsible for supporting the day-to-day operation, organization and presentation of the office. This role is highly hands-on and service-oriented, ensuring the workplace is welcoming, organized, well-stocked and functioning smoothly.

The Office Coordinator will provide administrative and operational support to employees and leadership, coordinate office supplies and vendors, assist with meetings and visitors, and help maintain consistent office standards.

The ideal candidate is organized, reliable, proactive and comfortable working independently. They take pride in creating a professional, clean and well-organized workplace and are comfortable noticing what needs to be done and taking action.

The expected working day are Tuesday to Thursday.

Essential Functions

Office Operations & Organization

• Support the day-to-day operation and organization of the office.
• Maintain a clean, organized and professional office environment.
• Monitor common areas, meeting rooms, kitchen areas and shared spaces.
• Ensure meeting rooms are clean, organized and ready for use.
• Coordinate the organization and replenishment of office supplies.
• Maintain appropriate inventory levels and identify upcoming needs.
• Organize and maintain office storage areas.
• Assist with office organization, decluttering and workplace improvement initiatives.
• Help ensure office standards are consistently maintained.

Employee Support

• Support employees with general office-related requests.
• Assist with mail, courier deliveries and outgoing shipments.
• Receive and distribute incoming packages and correspondence.

Meeting & Event Support

• Assist with preparation and set-up for meetings, presentations and internal events.
• Ensure meeting rooms have the required supplies, refreshments and equipment.
• Assist with catering orders and meeting refreshments when required.
• Help coordinate office celebrations, employee activities and special events.
• Assist with set-up and clean-up following meetings and events.

Vendor & Facilities Coordination

• Liaise with office service providers and vendors as required.
• Coordinate routine office services, deliveries and maintenance requests.
• Escalate facility issues to the appropriate internal contact.
• Track office-related service requests and follow up to ensure completion.
• Assist with building management communications when required.

Administrative Support

• Provide general administrative assistance Office Manager and Executive Office.
• Assist with filing, document organization and basic data entry.
• Maintain office contact lists and other administrative records as required.
• Prepare basic spreadsheets, lists and tracking documents.
• Assist with special projects and administrative tasks as assigned.

Workplace Culture & Standards

• Help create a positive, welcoming and professional office environment.
• Support workplace initiatives focused on organization, efficiency and employee experience.
• Encourage shared responsibility for maintaining common areas and office standards.
• Demonstrate professionalism, confidentiality and respect when interacting with employees at all levels of the organization.

Minimum Requirements, Qualifications, Additional Skills, Aptitude

• 1–3 years of experience in office administration, office coordination, customer service or a related role.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Strong verbal and written communication skills.
• Professional and friendly manner.
• Comfortable working independently with minimal supervision.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Strong follow-through and ability to take ownership of assigned responsibilities.
• Proficiency with Microsoft Office, including Outlook, Word and Excel.
• Comfortable learning new systems and office technology.
• Ability to maintain confidentiality and exercise good judgment.

PERSONAL ATTRIBUTES

The successful candidate will be:

• Reliable arrives on time and follows through on commitments.
• Proactive sees what needs to be done rather than waiting to be asked.
• Organized keeps information, supplies and workspaces orderly.
• Detail-oriented notices the small things that make a difference.
• Approachable provides friendly, professional support to employees and visitors.
• Flexible willing to assist with changing priorities and office needs.
• Team-oriented works collaboratively with employees across the organization.
• Resourceful able to find solutions and escalate issues appropriately.
• Professional represents the organization positively at all times.

SUCCESS IN THIS ROLE

Success in this role means the office runs smoothly on a day-to-day basis and employees can rely on the Office Coordinator to:

• Keep the office organized, welcoming and professional.
• Ensure supplies and common areas are maintained.
• Prepare meeting spaces and support office activities.
• Respond promptly to employee and visitor needs.
• Stay ahead of routine office requirements.
• Follow through on vendor, facility and administrative requests.
• Identify opportunities to improve the office experience.
• Take ownership and pride in the overall presentation of the workplace.

The base compensation range for this role is $28/hr